02-01.00 – Policy on Appointment, Rank and Tenure of Faculty

Policy Statement:

This policy describes the general criteria and procedures related to faculty.
Reason for Policy:

This policy implements USM Policy II-1.00 System Policy on Appointment, Rank and Tenure of Faculty.
Definitions:
1. “Academic Year” means the academic year as established by the University. Typically, an academic year will begin in mid-August and end in mid-June of the following calendar year.
2. “Board of Regents” means the Board of Regents of the University System of Maryland.
3. “Chancellor” means the Chancellor of the University System of Maryland.
4. “Mandatory Tenure-Review Year” means the year in which the faculty must undergo tenure review as stated in the appointee's contract.
5. "Misconduct" includes "moral turpitude", professional or scholarly misconduct, incompetence, or willful neglect of duty".
6. "Permanent status" is defined as continuing employment such that a decision to remove an employee must be made by the President and must be justified by cause as defined by USM and University policy. Permanent status is an employment status different from tenure.
7. "Permanent status track" means a status held by a librarian who is required to apply for permanent status within six years of hire or as specified in the librarian's contract.
8. “President” means the President of Towson University.
9. “Provost” means the Provost and Executive Vice President for Academic and Student Affairs of Towson University.
10. “Search Procedures” mean Towson University’s Procedures for Searching for Full-Time Faculty.
11. "Tenure" is an indefinite appointment granted by the President that shall be terminated only due to misconduct or under other extraordinary causes.
12. "Tenured" means a faculty status granted after attaining tenure.
13. "Tenure-track" means a status held by a faculty member who is required to apply to be granted tenure within six years of hire or as specified in the faculty member's contract.
14. “University” means Towson University.
15. “USM” means University System of Maryland.
Responsible Executive and Office:

Responsible Executive:
Provost and Executive Vice President for Academic Affairs

Responsible Office:

Office of the Provost
Entities Affected by this Policy:

All academic departments and colleges; all faculty.
Procedures:
1. Appointment of Faculty and Librarians
  1. Search Process for Full-Time Faculty and Librarians
    1. The search process for full-time faculty members other than lecturers is set forth in Towson University Tenured, Tenured-Track, Permanent Status and Permanent Status-Track Faculty Librarian Hiring Procedures (hereafter, the “Search Procedures”). The search process for lecturers is set forth in Towson University Lecturer Hiring Procedures. These procedures may be amended from time to time, without the need to amend this Policy, by the Office of the Provost, in consultation with the Academic Senate, subject to the approval of the President. If amended, a copy of the new Search Procedures will be filed in the office of the Chancellor, and shall replace the original procedures. The procedures shall comply with the requirements of the University System of Maryland Policy on Appointment, Rank, and Tenure of Faculty.
    2. Visiting faculty appointments are usually made for one Academic Year or less. Only in unusual circumstances shall a visiting appointment exceed a total of three years. A visiting faculty appointee can become a regular appointee only through a search process before or after the initial appointment in accordance with the Search Procedures, including adherence to affirmative action guidelines. Years of service in a visiting appointment may, upon mutual agreement of the faculty member and the institution, be counted as probationary years for purposes of consideration of tenure.
    3. All faculty and librarian searches shall reflect the commitment of the University to equal opportunity, and shall be widely published within the University.
    4. Faculty and librarian search committees are a part of the review and recommendation process for new full-time faculty and librarian appointments. In principle, the procedures which lead to the faculty and librarian appointments shall hold to standards at least as rigorous as those that pertain to promotions to the same academic ranks.
  2. Offers of Appointment
    1. A final offer of appointment shall be made only with the approval of the President or designee.
    2. All faculty appointments shall be made to a designated rank and shall be effective on a specific date. The University shall have a standard contract or letter of appointment for each rank and tenure status or librarian permanent status, which shall be approved by the Office of the Attorney General for form and legal sufficiency. The contract or letter of appointment shall constitute a contractually binding agreement between the University and the appointee. The University shall provide access to system-wide policies and procedures approved by the Board of Regents and University policies and procedures approved by the President that set forth faculty rights and responsibilities.
    3. The terms and conditions of every faculty and librarian appointment shall be stated in a written letter or contract, which shall be signed by both the institution and the appointee before the appointment is begun. The appointee shall be provided with a copy of the letter or contract as soon as practicable.
    4. Appointment letters or contracts for full-time faculty shall specify whether the appointee is required to serve for the Academic Year or the fiscal year. Typically, academic-year faculty appointments shall begin mid-August and end mid-June and fiscal-year appointments shall begin on July 1 and end on June 30 of the following calendar year. In unusual circumstances, an appointment (academic or fiscal) may begin at other times or may be for only a portion of a year. Appointees who require or hold additional Department of Homeland Security immigration work authorization requirements may be subject to additional constraints. These appointments require additional review before confirmation. A contract for a librarian appointee shall specify service for the fiscal year, ending on June 30; however, a librarian appointment may begin on any date.
  3. Provisions Related to Appointments, Promotion, Tenure and Permanent Status
    
    The following provisions are to be furnished to all new faculty and librarians at time of initial appointment.
    1. Adjustments in salary or advancement in rank may be made under this policy, and, except where a definite termination date is a condition of appointment, the conditions pertaining to the rank as modified shall become effective as of the date of the modification. For tenure-track appointments, the Mandatory Tenure-Review Year shall be specified in the original and subsequent contracts/letters of appointment. Tenure review shall occur in that year unless otherwise agreed in writing by the University and the appointee. Tenure in any rank shall be granted only by an affirmative decision based upon a formal review. For librarian permanent status-track appointments, the Mandatory Permanent Status Review Year, and, if applicable, the Mandatory Librarian II Review Year, shall be specified in the original and subsequent contracts/letters of appointment. Permanent status and applicable Librarian II reviews shall occur in the designated years unless otherwise agreed upon in writing by the University and the appointee. Permanent status in any rank shall be awarded only by an affirmative decision based upon a formal review.
    2. Appointments to the rank of full-time Instructor without tenure shall be for no more than one academic year. The instructor rank is automatically converted to assistant professor upon provision and verification of terminal degree completion. Failure to obtain the terminal degree by February 1 shall result in termination at the expiration of the contract period. For appointments beginning at times other than the start of an Academic Year, the University mayadjust the notice of nonrenewal dates accordingly by specifying such adjustments in the initial contract or letter of appointment. Appointments to the rank of Instructor may be terminated at any time in accordance with paragraphs VI.A.3.g through VI.A.3.m.
    3. Appointments and reappointments to the rank of full-time Assistant Professor without tenure shall be for one academic year, provided appointment without tenure does not extend beyond the end of the Mandatory Tenure-Review Year. An appointment to the rank of full-time Assistant Professor shall be renewed automatically for one additional year unless the appointee is notified in writing to the contrary in accordance with the following deadlines: not later than March 1 of the first Academic Year of service if the current appointment expires at the end of that year, not later than December 15 of the second Academic Year of service if the current appointment expires at the end of that year, and not later than August 1 prior to the third or any subsequent Academic Year if the current appointment expires at the end of that year. For appointments beginning at times other than the start of an Academic Year, the University shall adjust the notice of nonrenewal dates accordingly by specifying such adjustments in the initial contract or letter of appointment. Appointments to the rank of Assistant Professor shall be terminated at any time in accordance with paragraphs VI.A.3.g through VI.A.3.m. Tenure in the rank of Assistant Professor shall be granted only by an affirmative decision based upon a formal review as more fully set forth in Appendix 2. An Assistant Professor without tenure, whose appointment has been extended to a sixth year of continuous, full-time service shall receive no later than during that sixth year a formal review for tenure. Mandatory tenure review date may be delayed under certain circumstances (see Appendix 2, II, A.2). If the University fails to conduct a tenure review in accordance with the schedule provided in this policy, the appointee shall be entitled to a further one-year appointment during which the tenure review shall take place. The appointee reviewed for tenure shall be notified in writing, by the end of the appointment year in which the review was conducted, of the decision either to grant or not grant tenure. An Assistant Professor who has been reviewed during a Mandatory Tenure-Review Year, and notified in writing that tenure has not been granted, shall be granted an additional and terminal one-year appointment in that rank, but barring exceptional circumstances, shall receive no further consideration for tenure.
    4. Appointments or promotions to the rank of full-time Associate Professor require the written approval of the President. New full-time appointments to the rank of Associate Professor may carry immediate tenure provided that each such appointee has been formally reviewed for tenure. (see Appendix 2, III, D.6.f.) Otherwise, such appointments shall be for an initial period of one to four years, except that initial appointments for individuals with no prior teaching experience may be for a maximum of six years, and shall terminate at the end of that period unless the appointee is notified in writing that he or she has been granted tenure. Promotions to the rank of Associate Professor carry immediate tenure. Consequently such promotions may only be awarded subsequent to a formal tenure review and an award of tenure.
      
      An Associate Professor who is appointed without tenure shall receive a formal review for tenure during the period of appointment in accordance with the following deadlines. If the appointment is for an initial period of one year, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by March 1 of that year. If the appointment is for two years, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by no later than December 15 of the second year. If the appointment is for more than two years, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by no later than August 1 prior to the beginning of the final year of the appointment. For appointments beginning at a time other than the start of an Academic Year, the University may adjust the notice of tenure denial dates accordingly by specifying the adjustments in the initial contract or letter of appointment. Appointments to the rank of Associate Professor may be terminated at any time as described under paragraphs VI.A.3.fg through VI.A.3.m
      
      Tenure in the rank of Associate Professor can be granted only by an affirmative decision based upon a formal review as more fully set forth in Appendix 2. If the University fails to conduct a tenure review and provide the required notice in accordance with the schedule provided in this policy, the appointment (unless it is converted to an appointment with tenure) shall be extended for an additional year, so that the notice required by this section may be provided in full. An Associate Professor who has been notified in writing that tenure has not been granted, barring exceptional circumstances, shall receive no further consideration for tenure.
    5. Full-time appointments or promotions to the rank of full-time Professor require the written approval of the President. New full-time appointments to the rank of Professor may carry immediate tenure provided that each such appointee has been formally reviewed for tenure. Otherwise, such appointments shall be for an initial period of one to four years, except that initial appointments for individuals with no prior teaching experience may be a for a maximum of six years, and shall terminate at the end of that period unless the appointee is notified in writing that the faculty has been granted tenure. Promotions to the rank of Professor carry immediate tenure. Consequently such promotions may only be awarded subsequent to a formal tenure review and an award of tenure.
      
      A Professor who is appointed without tenure shall receive a formal review for tenure during the period of appointment in accordance with the following deadlines. If the appointment is for an initial period of one year, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by March 15 of that year. If the appointment is for two years, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by no later than December 15 of the second year. If the appointment is for more than two years, then the formal review must be completed, and written notice must be given that tenure has been granted or not granted, by no later than August 1 prior to the beginning of the final year of the appointment. For appointments beginning at a time other than the start of an Academic Year, the University may adjust the notice of tenure denial dates accordingly by specifying the adjustments in the initial contract or letter of appointment. Appointments to the rank of Professor may be terminated at any time as described under paragraphs VI.A.3.g. through VI.A.3.m.
      
      Tenure in the rank of Professor shall be granted only by an affirmative decision based upon a formal review as more fully set forth in Appendix 2. If the University fails to conduct a tenure review and provide the required notice in accordance with the schedule provided in this policy, the appointment (unless it is converted to an appointment with tenure) shall be extended for an additional year, so that the notice required by this section may be provided in full. A Professor who has been notified in writing that tenure has not been granted, barring exceptional circumstances, shall receive no further consideration for tenure.
      
      Appointments and reappointments to the rank of full-time or part-time librarian of any rank without permanent status shall be for one to three years, provided that appointment without permanent status does not extend beyond the end of the Mandatory Permanent Status Review Year and that appointment at the rank of Librarian I does not extend beyond the end of the Mandatory Librarian II Review Year. An appointment to the rank of full-time or part-time librarian shall be renewed automatically for one additional year unless the appointee is notified in writing to the contrary in accordance with the following deadlines: not later than April 15 of the first or second Fiscal Year of service; not later than June 30 prior to the third or any subsequent Fiscal Year of service. An appointment as a librarian without permanent status may be terminated at any time in accordance with paragraphs VI.A.3.g through VI.A.3.m. A librarian with or without permanent status may be appointed at or promoted to Librarian II, III, or IV as more fully set forth in Appendix 1. Appointment at advanced rank or successful promotion shall not change the Mandatory Permanent Status Review Year as stated in the librarian’s contract.
      
      Permanent status shall be awarded only by an affirmative decision based upon a formal review and with the written approval of the President, as more fully set forth in Appendix 1. A librarian with permanent status may be terminated at any time in accordance with paragraphs VI.A.3.g through VI.A.3.m. Permanent status shall not be granted to a librarian at the rank of Librarian I. A librarian at the rank of Librarian I without permanent status, whose appointment has been extended to a fifth year of continuous, full-time service (or its part-time equivalent) shall receive no later than during the fifth year a formal review for promotion to the rank of Librarian II. The Mandatory Librarian II Review Year may be delayed under certain circumstances (see Appendix 1, II, A.2). If the University fails to conduct a Librarian II review in accordance with the schedule provided in this policy, the appointee shall be entitled to a further one-year appointment during which the Librarian II review shall take place. The appointee reviewed for promotion to Librarian II shall be notified in writing, by the end of the appointment year in which the review was conducted, of the decision either to grant or not grant promotion to Librarian II. A librarian who has been reviewed during a Mandatory Librarian II Review Year, and notified in writing that the rank of Librarian II has not been granted, shall be granted an additional and terminal one-year appointment at the rank of Librarian I, but barring exceptional circumstances, shall receive no further consideration for promotion to Librarian II. A librarian at the rank of Librarian II or higher without permanent status, whose appointment has been extended to a sixth year of continuous, full-time service (or its part-time equivalent) shall receive no later than during the sixth year a formal review for permanent status. The Mandatory Permanent Status Review Year may be delayed under certain circumstances (see Appendix 1, II, A.2). If the University fails to
      conduct a permanent status review in accordance with the schedule provided in this policy, the appointee shall be entitled to a further one-year appointment during which the permanent status review shall take place. The appointee reviewed for permanent status shall be notified in writing, by the end of the appointment year in which the review was conducted, of the decision either to grant or not grant permanent status. A librarian who has been reviewed during a Mandatory Permanent Status Review Year, and notified in writing that permanent status has not been granted, shall be granted an additional and terminal one-year appointment at the librarian’s current rank, but barring exceptional circumstances, shall receive no further consideration for permanent status.
    6. A term of service may be terminated by the appointee by resignation, but it is expressly agreed that no resignation shall become effective until the termination of the appointment period in which the resignation is offered except by mutual written agreement between the appointee and the President or his/her designee.
    7. 1. The President may terminate the appointment of a tenured, tenure-track, permanent status, or permanent status-track appointee for moral turpitude, professional or scholarly misconduct, incompetence, or willful neglect of duty, provided that the charges be stated in writing, that the appointee be furnished a copy thereof, and that the appointee be given an opportunity prior to such termination to request a hearing by an impartial hearing officer appointed by the President or a faculty board of review as provided by the relevant University policy body. With the consent of the President, the appointee may elect a hearing by the President rather than by a hearing officer or a faculty board of review. Upon receipt of notice of termination, the appointee shall have thirty (30) calendar days to request a hearing. The hearing shall be held no sooner than thirty (30) calendar days after receipt of such a request. The date of the hearing shall be set by mutual agreement of the appointee and the hearing officer or faculty board of review. If the President appoints a hearing officer or a faculty board of review is appointed, the hearing officer or board shall make a recommendation to the President for action to be taken. The recommendation shall be based only on the evidence of record in the proceeding. Either party to the hearing may request an opportunity for oral argument before the President prior to action on the recommendation. If the President does not accept the recommendation of the hearing officer or board of review, the reasons shall be communicated promptly in writing to the appointee and the hearing officer or board. In the event that the President elects to terminate the appointment, the appointee may appeal to the Board of Regents, which shall render a final decision.
      2. Under exceptional circumstances and following consultation with the chair of the faculty board of review or appropriate faculty committee, the President may direct that the appointee be relieved of some or all of his or her University duties, without loss of compensation and without prejudice, pending a final decision in the termination proceedings. (In case of emergency involving threat to life, the President may act to suspend temporarily prior to consultation.)
      3. The appointee may elect to be represented by counsel of his or her choice throughout termination proceedings.
    8. If an appointment is terminated in the manner prescribed in paragraph VI.3.g. the President may, at his or her discretion, relieve the appointee of assigned duties immediately or allow the appointee to continue in the position for a specified period of time. The appointee’s compensation shall continue for a period of one year commencing on the date on which the appointee receives notice of termination. A faculty member or librarian whose appointment is terminated for cause involving moral turpitude or professional or scholarly misconduct shall receive no notice or further compensation beyond the date of final action by the President or the Board of Regents.
    9. The University may terminate any appointment because of the discontinuance of the department, program, school or unit in which the appointment was made, or because of the lack of appropriations or other funds with which to support the appointment. Such decision must be made in accordance with the standards and procedures set forth in written University policies. The President shall give a full-time appointee holding tenure or permanent status notice of such termination at least one year before the date on which the appointment is terminated.
    10. Notwithstanding any other provisions to the contrary, the appointment of any non-tenured faculty member or permanent status-track librarian 50% or more of whose compensation is derived from research contracts, service contract, gifts or grants, shall be subject to termination upon expiration of the research funds, service contract income, gifts or grants from which the compensation is payable.
    11. Appointments shall terminate upon the death of the appointee. Upon termination for this cause the University shall pay to the estate of the appointee all of the accumulated and unpaid earnings of the appointee plus compensation for accumulated unused annual leave.
    12. Appointments to all other ranks not specifically mentioned in VI.B.1.a. and all part-time appointments are for terms not to exceed beyond the end of the fiscal year unless otherwise stipulated in the letter of appointment. Faculty appointed to ranks not specifically mentioned in VI.B.1.a. on a full-time basis for a term not less than one Academic Year shall receive notice of non-renewal of contract based upon their length of continuous full-time service in such ranks. If such service is less than seven years, at least ninety (90) days’ notice is required. If such service equals or exceeds seven years, at least six (6) months’ notice is required. If the required notice is not provided prior to the termination of the then-current contract, this condition may be remedied by extending the contract by the number of days necessary to meet the notice requirement.
    13. If in the judgment of the appointee’s department chair or supervisor a deficiency in the appointee’s professional conduct or performance exists that does not warrant dismissal or suspension, a moderate sanction such as a formal warning or censure may be imposed, provided that the appointee is first afforded an opportunity to contest the action through the established faculty grievance procedure.
    14. Unless the appointee agrees otherwise, any changes that are hereafter made in paragraphs VI.A.3.a. through VI.A.3.m. will be applied only to subsequent appointments.
    15. Compensation for appointments under these policies is subject to modification in the event of reduction in State appropriations or in other income from which compensation may be paid.
    16. The appointee shall be subject to all applicable policies and procedures duly adopted or amended from time to time by the University or the USM, including but not limited to, policies and procedures regarding annual leave; sick leave; sabbatical leave; leave of absence; outside employment; patents and copyrights; scholarly and professional misconduct; retirement; reduction, consolidation, or discontinuation of programs; and criteria on teaching, scholarship and service.
2. Faculty Ranks, Promotion, Tenure and Permanent Status
  1. General Principles
    1. The only faculty ranks at the University which may hold tenure are: Professor, Associate Professor, and such other ranks as the University may adopt and the Board of Regents may approve. Appointments to all other ranks, including any rank in which an additional adjective is introduced (such as “Clinical Professor”) are for a definite term and do not involve a tenure commitment. See Clinical Faculty Evaluations, Reappointment, Promotion and Merit – TU Policy 02-01.08.
    2. Notwithstanding anything to the contrary in this policy, faculty in certain ranks may be granted permanent status. The only faculty ranks at the University which may involve a permanent status commitment are Librarian II, Librarian III, and Librarian IV and such other ranks as the University may adopt and the Board of Regents may approve. Permanent status may not be granted to an individual holding the rank of Librarian I.
      
      The University has developed criteria and procedures for librarian evaluation including promotion and permanent status review (the “Procedures and Criteria for Librarian Evaluation, Reappointment, Promotion, and Permanent Status,” attached as Appendix 1). These procedures and criteria (“PPSRM policies and procedures”) may be amended from time to time, without the need to amend this Policy, by the Office of the Provost, in consultation with the Academic Senate, subject to the approval of the President and the Office of the Attorney General. If the PPSRM policies and procedures are amended, a copy of the new PPSRM policies and procedures shall be filed in the office of the Chancellor, and shall replace the original PPSRM policies and procedures. The PPSRM policies and procedures shall comply with the requirements of the University System of Maryland Policy on Appointment, Rank, and Tenure of Faculty.
      
      The PPSRM policies and procedures require the granting of promotion to Librarian II by no later than the beginning of the fifth year of continuous service (or the full-time equivalent) as a permanent status-track librarian at Towson University, and the granting of permanent status by no later than the beginning of the sixth year of continuous service (or the part-time equivalent) as a permanent status-track librarian at Towson University. An appointee who has been notified that permanent status has not been granted shall be granted an additional and terminal one-year appointment in that rank, but barring exceptional circumstances, shall receive no further consideration for permanent status. Permanent status can be awarded only by an affirmative decision based upon a formal review. Individuals who have been granted permanent status under USM VII-2.15, Policy on Librarians (which has been superseded by USM II-1.00, Policy on Appointment, Rank and Tenure of Faculty), shall retain that status. Appointments of librarians with permanent status may be terminated at any time for cause. Cause shall include moral turpitude, professional or scholarly misconduct, incompetence, and/or willful neglect of duty. In addition to being terminated for cause, faculty engaged exclusively or primarily in library services may be terminated because of the discontinuation of the department, program, school or unit in which the appointment was made or because of the lack of appropriations or other funds with which to support the appointment. Procedures for termination of librarians with permanent status are those that apply to tenured and tenure-track faculty, as described in VI.A.3.fg through VI.A.3.m.
      
      Appointments of permanent status-track librarians may be terminated for cause under policies and procedures that apply to tenure-track faculty, as described in VI.A.3.g through VI.A.3.m.
      
      A person appointed to the position of Dean of University Libraries shall serve in that capacity at the pleasure of the President or designee, regardless of whether the appointee has at the time of the appointment, or obtains during the appointment, permanent status as a librarian.
    3. The University should specify in writing to faculty and librarians at the time of appointment the length of appointment and the applicable terms and conditions of the appointment with regard to tenure, Librarian II, and permanent status review as applicable.
  2. Criteria and Procedures for Promotion, Tenure, and Permanent Status
    1. The criteria for tenure and promotion in the University are:
      
      (1) teaching effectiveness; (2) research, scholarship, and in appropriate areas, creative activities or other activities that result in the generation and application of intellectual property through technology transfer; and (3) service to the community, profession, and University. The relative weight of these criteria is determined by the University’s mission and reflected in faculty workload assignments, with specific guidelines for productivity in each of the three categories to be determined by department.
    2. The activities considered to be within the criteria for promotion and tenure shall be flexible and expansive. The assessment of teaching, research/scholarship/creative activities, and service during the promotion and tenure process shall give appropriate recognition, consistent with the University’s mission, to faculty accomplishments that are collaborative, interdisciplinary, and inter-institutional and to faculty innovations in areas such as undergraduate education, minority-achievement programs, K-16 curriculum development, and technology-enhanced learning, all as more fully described in section II of Appendix 2.
    3. The University has written procedures governing the promotion and tenure process (the “Tenured and Tenure-Track Faculty Evaluations: Annual Review, Reappointment, Third-Year Review, Merit, Promotion, Tenure, and Comprehensive Review,” Appendix 2). The Procedures for Tenured and Tenure-Track Faculty Evaluation may be amended from time to time, without the need to amend this Policy, by the Office of the Provost, in consultation with the University Senate, subject to the approval of the President and the Office of the Attorney General. If the Procedures for Tenured and Tenure-Track Faculty Evaluation are amended, a copy of the new Procedures for Tenured and Tenure-Track Faculty Evaluation will be filed in the office of the Chancellor, and shall replace the original Procedures for Tenured and Tenure-Track Faculty Evaluation. Following review for form and legal sufficiency by the Office of the Attorney General, these procedures must be submitted to the Chancellor for review and approval. These procedures shall include, at a minimum, the following:
      
      Criteria: A statement of criteria upon which reviews will be based, and guidelines for appointment or promotion to each academic rank, with recognition that University mission is the primary factor that defines these criteria.
      
      Procedures: A description of tenure and/or promotion review procedures, including participants, documentation, degree of confidentiality, schedule of the annual cycle for reviews, and authority for final approval.
      
      Appeals: A statement of the right of faculty to appeal promotion and tenure decisions, the grounds for such appeals, and a description of appeal procedures.
    4. Written critieria and procedures governing the librarian evaluation processes, including promotion and permanent status reviews, are set forth in Appendix I of this document, "Procedures and Criteria for Librarian Evaluation, Promotion, and Permanent Status.
  3. Faculty Ranks.
    
    Following is a list of all faculty ranks used by the University.
    1. Faculty with Duties Primarily in Instruction, Research, and Service.
      1. Instructor. The appointee shall hold, at a minimum, the master’s degree in the field of instruction, with evidence of pursuit of the doctorate or other termination degree. There shall be evidence also of potential for effective teaching and for a successful academic career.
      2. Assistant Professor. The appointee shall hold the doctorate or recognized terminal degree in the field of specialization. Exceptions may be made for comparable professional activity or research and in areas in which there is a critical shortage of doctorates. The appointee should also show potential for superior teaching, service, and research, scholarship, or where applicable, creative performance, commensurate with the University’s mission.
      3. Associate Professor. In addition to having the qualifications of an assistant professor, the appointee ordinarily shall have demonstrated excellence in teaching and successful experience in research, scholarship, or where appropriate, creative activity, and be competent to offer graduate instruction and direct graduate research. The appointee shall have a minimum of six years of full-time University/college teaching experience. Exceptions may be made for comparable professional activity or research. There shall also be evidence of relevant and effective service to the University, the community, and the profession. Faculty who are approved to use FMLA leave may request a delay in tenure review.
      4. Professor. In addition to having the qualifications of an associate professor, the appointee ordinarily shall have established an outstanding record of teaching and research, scholarship, or where appropriate, creative activity, and, where appropriate to the mission of Towson University, a national reputation. The appointee shall have a minimum of ten years of full-time University/college faculty experience. Exceptions may be made for faculty who have attained national distinction for comparable professional activity or research. There shall be continuing evidence of relevant and effective service to the institution, the community, and the profession. Faculty who are approved to use FMLA leave may request an on time review for promotion to full professor if they meet all other criteria.
    2. Faculty with Duties Primarily in Research
      1. Assistant Staff Scientist. The appointee shall hold the doctoral degree in the field of specialization, and shall have indicated promise of a high degree of ability in research in some subdivision of the field.
      2. Associate Staff Scientist. In addition to the qualifications of an Assistant Staff Scientist, the appointee shall have had extensive successful experience in research. Since this position may carry permanent tenure, the appointee’s scholarly production and professional achievement in research will be thoroughly documented.
      3. Senior Staff Scientist. In addition to having the qualifications of an Associate Staff Scientist, the appointee shall have demonstrated a degree of proficiency in research sufficient to establish an excellent national reputation. Appointment to this rank carries tenure.
      4. Faculty Research Assistant. The appointee should be capable of assisting in research under the direction of the head of a research project and should have ability and training adequate to the carrying out of the particular techniques required, the assembling of data, and the use and care of any specialized apparatus. A baccalaureate degree shall be the minimum requirement.
      5. Research Associate. The appointee ordinarily should hold the doctoral degree in the field of specialization, or have relatively comparable experience. The appointee should be capable of carrying out individual research or collaborating in group research at the advanced level; should be trained in research procedures; and should have had the experience and specialized training necessary to develop and interpret data required for success in such research projects as may be undertaken. This appointment is made annually, with reappointment possible for a maximum of six years.
      6. Research Assistant Professor; Assistant Research Scientist; Assistant Research Scholar; Assistant Research Engineer. This rank is generally parallel to Assistant Professor. In addition to the qualifications of a Research Associate, appointees to this rank should have demonstrated superior research abilities. Appointees should be qualified and competent to direct the work of others (such as technicians, graduate students, other senior research personnel). The doctoral degree will be a normal requirement for appointment at this rank. Initial appointment to this rank is for periods up to three years, and reappointment it possible.
      7. Research Associate Professor; Associate Research Scientist; Associate Research Scholar; Associate Research Engineer. This rank is generally parallel to Associate Professor. In addition to the qualifications required of the Assistant ranks, appointees to this rank should have extensive successful experience in scholarly or creative endeavors, and the ability to propose, develop and manage major research projects. Initial appointment to this rank is for periods up to three years, and reappointment is possible.
      8. Research Professor; Senior Research Scientist; Senior Research Scholar; Senior Research Engineer. This rank is generally parallel to Professor. In addition to the qualifications required of the Associate ranks, appointees to this rank should have demonstrated a degree of proficiency sufficient to establish an excellent reputation among regional and national colleagues. Appointees should provide tangible evidence of sound scholarly production in research, publications, professional achievements or other distinguished and creative activity. Initial appointment at this rank is for periods up to five years, and reappointment is possible.
    3. Faculty Engaged Exclusively or Primarily in Clinical Teaching (Non-Tenure)
      1. Clinical Instructor. Appointment at the clinical instructor rank shall be made for an individual in disciplines for which the baccalaureate degree is the terminal professional degree. Such individuals must have a minimum of three years of clinical experience and clear evidence of exceptional and current clinical experience, with demonstrated competence in clinical teaching
      2. Clinical Assistant Professor. Appointment to the clinical assistant professor rank will require a minimum of: a terminal professional degree in the field: a minimum of three years of clinical experience in the area of discipline in which the appointment is being made and evidence of currency in clinical practice; demonstrated competence in clinical teaching ability in the discipline; demonstrated scholarly and/or administrative ability.
      3. Clinical Associate Professor. In addition to the qualifications of a clinical assistant professor, the appointee shall ordinarily have had extensive successful experience in clinical or professional practice in a field of specialization, or in a subdivision of the department field, and in working with and/or directing others (such as professions, faculty members, graduate students) in clinical activities in the field. The appointee must also have demonstrated superior teaching ability and scholarly or administrative accomplishments.
      4. Clinical Professor. In addition to the qualifications required of a clinical associate professor, the appointee shall have demonstrated a degree of excellence in clinical practice and teaching sufficient to establish an outstanding regional and national reputation among colleagues. The appointee shall also have demonstrated extraordinary scholarly competence and leadership in the profession. A doctoral degree is required.
    4. Faculty Engaged Exclusively or Primarily in Library Services (Permanent Status). Librarian titles are to be granted to a limited number of appointees who fulfill roles defined by professional graduate training, such as librarian, curator, archivist, and information scientist. In the overwhelming number of instances, the professional graduate training required is a master’s degree from a program accredited by the American Library Association. However, the University may define instances when other graduate degrees may substitute for or augment an ALA-accredited master’s degree. Such exceptions shall be based on and required by the functional needs of the Towson University Libraries, and may include degrees from international institutions that are recognized by other accreditation bodies as specified in the job ad. Appointments to these ranks are normally for twelve months with leave and other benefits provided to twelve-month tenured/tenure-track faculty members, with the exception of terminal leave, sabbatical leave, and non-creditable sick leave (collegially supported).
      1. Librarian I. This rank is normally assigned to librarians just entering librarianship with little or no professional library experience but who have been judged to have demonstrated an understanding of the basic tenets of librarianship and a potential for professional growth. A Librarian I is not eligible for permanent status in this rank.
      2. Librarian II. Appointment or promotion to this rank signifies that the librarian has demonstrated effective professional knowledge and skills significantly above those expected of a Librarian I. Normally, a minimum of three years of professional experience is required. A librarian who is approved to use FMLA leave may request a delay in review for Librarian II and/or permanent status.
      3. Librarian III. Appointment or promotion to this rank signifies that the librarian has mastered the skills, knowledge, and techniques of librarianship and has made meaningful contributions to the Towson University Libraries, the University, the library profession, and/or an academic discipline. Ordinarily, a minimum of six years of professional experience is required, three of which must have been at, or comparable to, the level of Librarian II at Towson University. A librarian at the rank of Librarian II who has been awarded permanent status and is approved to use FMLA leave may request an on time review for promotion to Librarian III if they meet all other criteria.
      4. Librarian IV. Appointment or promotion to this rank is exceptional. It is awarded to those librarians who have made distinctive contributions to the Towson University Libraries, the University, the library profession, and/or an academic discipline. This rank ordinarily requires a minimum of nine years of professional experience, three of which must have been at, or comparable to, the level of Librarian III at Towson University. A librarian at the rank of Librarian III who has been awarded permanent status and is approved to use FMLA leave may request an on time review for promotion to Librarian IV if they meet all other criteria.
        
        Subject to the approval of the President, the University has developed guidelines, procedures, and appropriate criteria for evaluating librarian’s performance. (the “Procedures and Criteria for Librarian Evaluation, Promotion, and Permanent Status”, Appendix 1).
    5. Additional Faculty Ranks
      1. Assistant Instructor. The appointee should be competent to fill a specific position in an acceptable manner, but is not required to meet all the requirements for an instructor. Appointment to this rank requires at least the appropriate baccalaureate degree.
      2. Lecturer I. This title may be used for appointment at any salary and experience level of persons who are competent to fill a specific non-tenured position. Appointments to these ranks shall be for terms not to exceed three years and can be renewed subject to departmental need and enrollment demands.
      3. Senior Lecturer (Lecturer II & III). In addition to having the qualifications of a Lecturer, the appointee shall have completed at least six years as a Lecturer (or in a rank at another institution of higher education that is accepted as comparable to Lecturer) and shall have established a record of teaching excellence and a record of service. Fewer than six years’ experience may qualify one for this rank if approved by the President or designee. Appointments to this rank shall be for terms not to exceed five years and are renewable.
      4. Artist-in-Residence; Writer-in-Residence; Executive-in-Residence. This title may be used to designate temporary appointments, at any salary and experience level, of persons who are serving for a limited time or part-time and who are not intended to be considered for professorial appointment.
      5. Adjunct Professor I, II, III. These titles are used to appoint outstanding persons who may be simultaneously employed outside the University. The appointee should have expertise in the discipline and recognition for accomplishment sufficient to gain the endorsement of the preponderance of the members of the faculty of the department to which he or she is appointed. Appointment is made on a semester or an annual basis and is renewable. These titles do not carry tenure.
      6. Affiliate Assistant Professor; Affiliate Associate Professor; Affiliate Professor. These titles are used to recognize the affiliation of a faculty member or a member of the professional staff with an academic department, program, or center when that individual’s appointment and salary lie in another department of the University. These titles may be used to appoint outstanding persons who may be simultaneously employed outside the institution. The appointment will be made upon the recommendation of the faculty of the department, and at a level commensurate with the appointee’s qualifications, consistent with standards established for regular tenure-track faculty, although tenure cannot be earned on an affiliated appointment.
      7. Visiting Appointments. The prefix “visiting” before an academic title is used to designate a short-term, full-time appointment without tenure or permanent status.
        
        Visiting/post-master’s degree residency librarian appointments are usually made for two to three fiscal years. Years of service in a visiting/post-master’s degree residency appointment may, upon mutual agreement of the librarian and the Dean of University Libraries, be counted as probationary years for purposes of consideration of permanent status in the event of a subsequent appointment to a permanent status-track position.
        
        Visiting Appointments. The prefix “visiting” before an academic title is used to designate a short-term, full-time appointment without tenure or permanent status.
      8. Additional faculty ranks available for use are defined in USM Policy II-1.00 Appointment Rank and Tenure of Faculty, rank and Tenure
      9. Emeritus Faculty Appointments. [Note: Though this policy uses the word Emeritus for the sake of brevity, those faculty and librarians who have been awarded this honorary status may choose the appellation Emeritus (generally the masculine), Emerita (generally the feminine), or Emeritx (non-binary).] Emeritus status shall be bestowed by a USM institution on the basis of both quality and length of service. A faculty member holding the rank of professor at the time of retirement, who has completed at least five years of full-time service or the equivalent at Towson University, and who has an overall record of positive five-year reviews, may be designated as Professor Emeritus. A faculty member who holds the rank of associate professor at the time of retirement, who has completed at least fifteen years full-time service or the equivalent at Towson University, and who has an overall record of positive five-year reviews, may be designated as Professor Emeritus. Clinical faculty or senior lecturers who have achieved tenure or fifteen years of service, at the time of retirement, and who have an overall record of positive annual reports may be designated as Faculty Emeritus. A librarian who holds the rank of Librarian IV at the time of retirement, who has completed at least five years of full-time service or the equivalent at Towson University, and who has an overall record of positive annual performance evaluations, may be designated as Librarian Emeritus. A librarian who holds the rank of Librarian II or Librarian III at the time of retirement, who has completed fifteen years of full-time service or the equivalent at Towson University, and who has a record of overall positive annual performance evaluations, may be designated Librarian Emeritus. Deans and the Provost shall compile a list of faculty members who meet the above criteria and present it to the Academic Senate for review twice a year. The names forwarded will include the appropriate pronouns of the faculty member nominated. The Office of the Provost, after Academic Senate approval, shall notify approved faculty of their emeritus status and extend to them the benefits and privileges of that status. These are to include, but are not limited to: the privileges of University parking, library borrowing, and academic computing; the benefits associated with maintaining one's Towson University I.D. number and an official Towson University I.D. card with emeritus, emerita, or emeritx status noted on the card; and eligibility to join the Towson University Retiree Association (TURA). Faculty who hold emeritus status shall be included in the faculty/staff listings of their home department or college as having attained that appointment. Once awarded, emeritus status will continue in perpetuity. However, any behavior, action, or conduct that would otherwise constitute grounds for discipline or reprimand of a university faculty member may result in the revocation of emeritus status and/or privileges at any time by the Provost and Executive Vice President for Academic and Student Affairs and the Academic Senate.

Related Policies:

USM Policy II-1.00, Policy on Appointment, Rank, and Tenure of Faculty

Approval Date: 08/23/2010

Effective Date: 08/23/2010

Updated Date: 09/18/2013

10/21/2013, 9/15/2021

Approved By: President’s Council 08/20/2010

Appendix 1

Towson University FAculty and Professional Librarian Hiring Procedures
Towson University is committed to a comprehensive program of affirmative action and fair hiring practices to ensure equal access, equity, and fairness in the employment of all academic faculty and staff without regard to race, color, religion, national origin, disability, age, sex, sexual orientation, or status as a disabled or Vietnam-era veteran.

The following is a compendium of University policies and practices on faculty and librarian hiring. Towson University’s Affirmative Action Plan requires documented personnel procedures and uniform practices to ensure the University's compliance with federal and state laws and the rules and regulations of Towson University and the University System of Maryland. The policies and practices have been arranged in chronological order to cover the various steps of the hiring process; the outline can therefore serve as a checklist to search committees as they go about their deliberations. At the conclusion of the Academic Year, an audit process will be implemented to evaluate the compliance of search activities as described herein.

Résumés will only be accepted from individuals when a full- or part-time faculty or professional librarian position has been identified as a vacancy through publication advertisements, i.e., The Chronicle of Higher Education, Faculty Forum, etc. Unsolicited résumés will not be accepted; therefore, individuals submitting unsolicited résumés will not be recognized as applicants.

Determination of Position to be Filled

The exact position to be filled should be determined in consultation with the dean of the college --the level (faculty rank) available, specialties, if any, to be taught, and specific qualifications necessary in order to fill the position.

Most vacancies are known well in advance of the beginning of the Academic Year, providing ample time for advertising, screening, interviewing, and selection. Occasionally, a position becomes available or is still unfilled just before the start of a semester. When that occurs, a national search to fill the position permanently can be conducted if it is begun approximately two months before the start of the semester. This search may be modified because of publication deadlines to include only some of the usual media and contacts. However, national contacts (e.g., professional associations' lists of job seekers or The Chronicle of Higher Education) must be used. If a position is vacant after July 10 or after December 10, usually it will be filled by temporary appointment(s) of either part time or visiting faculty while the department conducts a full search to fill the position.
Selection of Search Committee
1. Larger departments should (and small departments may) select individuals from among their members to serve on a search committee. Departments may decide that all full time tenure track and tenured faculty participate in the search process. All such hiring committees must include female and male representation. Minority representation on search committees should be the norm to the extent possible. In the case where there is an absence of minority representation on a search committee, the search chair should work with the Special Assistant to the President for Diversity and Equal Opportunity to ensure that minority candidates have an opportunity to meet with minority individuals during their campus visit.
2. When conducting a search for a department chair, selection of the search committee will normally be made by the dean of the college in consultation with the department faculty. The dean may place a chairperson from another department on the search committee. Final composition of the committee should reflect the discipline interests and minority and female representation to the extent possible.
3. If a department lacks minority, female or male faculty to serve on a search committee, such faculty from other departments can be appointed to serve as consultants to a search committee by mutual agreement of the department, the faculty member, and the Special Assistant to the President for Diversity and Equal Opportunity. A list of the search committee members and their demographic data (gender, race) should be submitted to the Special Assistant to the President for Diversity and Equal Opportunity in the Office of Diversity and Equal Opportunity.
4. Consultants serving on a search committee shall be voting members of the committee and will be active participants in all discussions and deliberations of the committee.
5. The role of the consultant includes assistance to the department in the screening of applications on a non-discriminatory basis, and participation in interviews.
6. General demographic data secured via an online voluntary applicant data collection system (see paragraph 9.) maintained by the Office of Diversity and Equal Opportunity will be available to the minority consultant and the chair of the search committee upon request.
7. Consultants need not serve on more search committees than they feel able. No consultant should feel constrained to accept any or all invitations to serve on search committees.
8. Service on search committees is regarded as service to the University. Members and consultants should report this service on their end of year reports and such service should be credited in the same way as other committee service to the University.
9. New members and consultants may receive orientation to the faculty hiring procedures and can call upon the Special Assistant to the President for Diversity and Equal Opportunity and the dean of their college for clarification at any time during the hiring process.
10. The search committee chairperson will provide copies of the “Towson University Faculty and Professional Librarian Hiring Procedures” and other necessary materials to all search committee members.
Wording of the Position Vacancy Announcement (must be submitted on a Faculty Job Posting Form):

The position vacancy announcement should be worded as specifically as possible and should be prepared in consultation with the dean of the college, Associate Provost and the Special Assistant to the President for Diversity and Equal Opportunity. The following information should be in the advertisement:
1. Faculty rank(s) and tenure status of the position.
2. Specialty, if any, required.
3. Primary duties of position: teaching load, level of courses to be taught, area(s) of specialty, non teaching duties such as scholarship, service, special program duties.
4. Qualifications required or desirable (specify which), including degree status, experience, specialty, etc.
5. Date position will begin (month, year).
6. Some mention of salary (example: salary is commensurate with experience).
7. Materials to constitute application (letter of interest, curriculum vitae, official graduate transcripts, letters of references, etc.) along with the name and address of person to whom information should be mailed.
8. Closing date for applications. Whenever possible please use a firm closing date. When it is felt that a firm closing date will not work well, the following statement should be used “review of applications will begin on date.”
9. Towson University’s Equal Employment Opportunity statement “Towson University is an equal opportunity/affirmative action employer and has a strong institutional commitment to diversity. Women, minorities, persons with disabilities, and veterans are encouraged to apply.” shall be used in every ad. The Special Assistant to the President for Diversity and Equal Opportunity will add the EEO statement if it has not been included.
10. The search committee chair shall invite the Special Assistant to the President for Diversity and Equal Opportunity (ext. 42360) to meet with the search committee at this time to review Towson University’s affirmative action procedures.
Approval of the Position Vacancy Announcement :

The Faculty Job Posting Form must be approved by the department chairperson, dean of the college, Provost, and the Special Assistant to the President for Diversity and Equal Opportunity.
Advertising Faculty Position Vacancies

Regular tenure track or non-tenure track full-time faculty positions require “national” advertising. The position vacancy announcement should be circulated as widely as possible in professional or mass circulation media likely to reach all candidates, including minority, female, applicants with disabilities, and veterans.

Two or more outreach efforts are required and should be documented and reported to the Office of Diversity and Equal Opportunity.
1. Academic Affairs is responsible for placing a group ad in The Chronicle of Higher Education in October. Deadline for submission of ads to be placed in the group ad is the preceding September. Ads placed in local newspapers, professional journals, and individualized ads in The Chronicle of Higher Education are paid for by the department, and are reimbursable up to a combined maximum of $500 per search.
2. Departments are also encouraged to develop contacts with graduate institutions, historically/predominantly black colleges and universities, professional associations, and with minority and women's caucuses of professional associations as a source of applicants.
3. For one year visiting and part time positions, advertising may be "regional" and confined to the Baltimore Washington area or other major cities. In unusual circumstances, a visiting position may be filled without being advertised if approved by the dean of the college, the Provost, and the Special Assistant to the President for Diversity and Equal Opportunity.
Acknowledging Applications

All applications should be acknowledged by letter as they are received. Communications with applicants with disabilities should at all points be made in an accessible medium, i.e., Braille if needed. Affirmative action cards (available from the Office of Diversity and Equal Opportunity) must be enclosed with the acknowledgment letter.
Preliminary Screening of Applicants

Once the deadline for receipt of applications has passed, applicants should be screened initially only to eliminate those who do not meet the minimum qualifications for the position. These persons should be notified early that their qualifications do not meet minimum qualifications. A record of these applicants should be maintained by the department.

All applicants who are not eliminated in this preliminary screening shall be included in the applicant pool. In this initial review of the applicant pool, any other necessary information which was not supplied with the original application should be requested. A record of non-competitive applicants should be maintained by the department.
Completing the Applicant Pool

Step 8 is a review step only; its purpose is to assure that there are full informational records on each member of the applicant pool. No comparative assessments should be made until this survey review has been accomplished. However, once all information necessary has been requested, step 9 may be initiated. Nevertheless, step 9 may not be completed until a reasonable time has been allowed for the receipt of any additional information requested in step 7.
Screening of the Applicant Pool

The Search Committee may request general demographic information on the applicant pool at this time from the Special Assistant to the President for Diversity and Equal Opportunity in the Office of Diversity and Equal Opportunity.

Once the applicant pool has been established, each bona fide application should be reviewed on its merit in relation to the advertised position and qualifications.

The screening process must be non discriminatory. Departments should be cognizant of the hiring goals outlined in the University's Affirmative Action Plan.

Particularly when screening applications for a position at the junior ranks, the admittedly subjective factor of "potential" is one which must be considered. Search committees are encouraged to discuss broadly both the quantitative and qualitative factors which they perceive in the applications and upon which their assessments are based.

The screening procedure will result in some form of grouping of applications. The exact number and nature of the groupings, and their size, may vary depending upon the number of applicants in the applicant pool. Due to the diversity of departments and positions, no sharp guidelines can be given as to the number or size of groups within the pool. However, each search committee should feel free to consult the dean of the college and/or Special Assistant to the President for Diversity and Equal Opportunity for assistance and advice if they perceive a problem in the process of such grouping.

The ultimate result of the screening/grouping step will be the determination of an "interview pool" from within the "applicant pool." The interview pool consists of those applicants who the department wishes to bring on campus for an interview as set forth below.

NOTE: Some departments may wish to use preliminary interviews as part of the process of screening the applicant pool. In general, interviews at this step may not be used as the only interview of a candidate. Offers of employment cannot be made at such an inter-view.
Review of Screening and Permission to Interview

When the department has completed the screening of the applicant pool and has determined the interview pool from among the applicant pool, the department shall review the selection of the interview pool with the dean of the college.

No department may invite persons for interviews or conduct final interviews until they have received the approval of the dean of the college, Associate Provost and the Special Assistant to the President for Diversity and Equal Opportunity and have conducted telephone reference checks. The dean and the Associate Provost will approve the interview pool on the basis that all appropriate procedures and qualification requirements have been addressed. The Special Assistant to the President for Diversity and Equal Opportunity will approve the interview pool on the basis that affirmative action guidelines have been followed.
Invitations to Interview

Once approval has been given to begin interviewing, each person in the interview pool shall be contacted to arrange a date for interview. Although the initial contact may be made by telephone, each person to be interviewed shall also be sent the following in writing:
1. A letter confirming the date and time of the interview and setting forth the type of oral presentation, if required, to be made. Such presentations might take the form of a guest lecture in a class, a seminar presented to faculty members, a demonstration, audition, or performance, as appropriate. An invitation to request a reasonable accommodation should be extended by inviting the applicant to contact the search committee chairperson to request the necessary accommodation.
2. Information regarding the reimbursement of candidate expenses. Receipts are required in order for candidates to be reimbursed for lodging other than the Burkshire, taxi, limousine, boarding passes are required for air and train transportation (including ticketless flights). Reimbursement for meals and auto mileage is limited to the current rate as approved by the State of Maryland and receipts are not required. Candidates must complete a Request for Candidate Reimbursement Form in order to secure reimbursement for their travel expenses.
Interviews

The search committee, including the consultants, should be present for all interviews

A core of similar questions should be asked of all candidates. It is advisable to agree upon this set of questions in advance of interviewing and to formulate them in writing. Obviously, follow up questions and questions relating to the candidate's specific education and experience may also be asked.

Questions/inquiries regarding citizenship may NOT be made during the interview process. You may ask, “If you are selected for this position, are you eligible to work in the United States?” If an individual who is foreign-born is ultimately the one who is selected and accepts the offer of employment and Towson University wishes to assist the individual to obtain an H-1B1 Visa (Temporary Nonimmigrant Worker in a Specialty Occupation), the Director of the International Student and Scholar Office should be contacted to initiate the process.

The search committee chairperson should provide summary notes of the consensus of the committee for each applicant interviewed. This record should include the dates, place, and interviewers present and at least brief notes of the discussion itself. Notes may also be maintained of the candidate's presentation given in conjunction with the interview. A record of the race and gender of each interviewee must be kept (see section 16 below).

Priority ranking of the interview pool should NOT be made until all interviews have been completed.

Reasonable accommodations must be made for applicants with disabilities during their visit to campus and during the interview.

Review of Process and Offer of Position

After all interviews of the candidates in the interview pool have been completed, the department ranks by priority the members of the interview pool. Minority and female status generally should not be considered as factors in this ranking, unless the job group has identified inadequate minority or female representation (in light of their availability in the relevant job market). In this instance, if the qualifications of a candidate who is a member of an underrepresented group are equivalent to those of a majority candidate, the University will be disposed to offer the position to the former.

In the case of recommendations for appointment of a department chairperson, the search committee, after consulting with the department, shall recommend to the dean the top three candidates without reporting the specific ranking, who shall make the appointment to the chairpersonship in consultation with the Provost. It is also understood that the dean will consult with the department prior to making the appointment decision.

When a department has established a priority ranking of acceptable candidates, the department presents the list to the dean of the college, accompanied by an explanation of the ranking and a request to offer the position. If the dean is satisfied with the selection process, the position can be offered to the agreed upon candidate. Offers of position shall be made only by the Provost or the President as appropriate. An official graduate transcript and letters of reference shall be required before an offer of appointment.

Should a department determine, as a result of the interviews, that it does not wish to make an offer of employment to any member of the interview pool, it shall consult the dean of the college and the Provost, presenting its reasons for wishing to reject all interviewees and its request either to conduct further interviews (interview alternates) or to cancel the search.
Letters of Rejection
1. Letters rejecting non competitive applicants are dealt with in step 6.
2. Members of the applicant pool who are not chosen for the interview pool may, after stage 9 has been completed, be notified that interviews are being conducted and that they are not in the interview pool; however, they should not be notified of rejection at this stage.
3. No member of the interview pool or of the applicant pool should be notified of rejection until the position has been filled or until the decision has been made by the Provost not to fill the position.
4. All members of the applicant pool should be informed either that the University decided not to fill the position or that it was filled by a qualified candidate.
Letters of Offer of Position

Letters of offer of position shall be sent only by the Provost or the President.

If all candidates refuse or for some other reason the interview pool is exhausted, the department shall either request permission to conduct further interviews (presenting a new list from the interview pool) or request permission to leave the position unfilled until a “new” search can be conducted.

Steps 13, 14, and 15 involve initiatives of the Provost or the President. The presentation of requests or recommendations by departments at these stages does not imply the necessary concurrence of the Provost or President with such departmental recommendations or requests.
Record Keeping

At the completion of the search, Form #88-FP-Search, Faculty Search and Hiring Report Form, must be completed by the chairperson of the search committee. A signed copy of this affirmative action form will become part of the formal hiring documentation and filed in each faculty member's official personnel record located in the Office of the Provost. Additionally, the department must collect the following records and forward the entire search file to the Office of Diversity and Equal Opportunity:
The Office of Diversity and Equal Opportunity will keep this information on file for four years.

General Note on Definitions

At the conclusion of the search, the chairperson of the search committee reports summary information on the search and detailed information on the interviewees to the Special Assistant to the President for Diversity and Equal Opportunity on the Faculty Search and Hiring Report Form, Form #88-FP-Search.

In general, the foregoing document does not specify how departments constitute their search committee (method of selection or size of committee) but it does assume that search committees act on behalf of and with the approval of their departments. Thus it is assumed that at any stage at which information, requests, or recommendations are presented to the dean of the college or to the Provost, such action is taken either by direct departmental approval or by the department's general approval of the activities of the committee. The precise manner in which such a relationship is expressed is left to each department to decide.

Appendix 1-A

Towson University Lecturer Hiring Procedures

Permission to conduct a search for a vacant lecturer position begins by submitting a completed Faculty/Librarian/Lecturer Appointment Request form to the Provost’s Budget Office with text of the job advertisement for the position included.

See Guidelines from the Provost's Budget Office for complete details about how to conduct a search for a vacant lecturer position. The job announcement must include Towson University’s equal opportunity statement.
Once permission to conduct a search for a vacant lecturer position has been approved in Academic Affairs, the Provost’s Budget Office (PBO) will forward a copy of the request form and job advertisement to the Office of Diversity and Equal Opportunity. Once the Office of Diversity and Equal Opportunity reviews, approves and signs, and returns the copy of the approved request form and job advertisement to the PBO, the PBO will then post the job advertisement to Inside Higher Ed (or a successor or comparable publication) for a minimum of 30 days and to TU’s website. The academic department will receive acknowledgement when the job announcement has been received by the PBO and when it is posted to Inside Higher Ed (or a successor or comparable publication).
1. A vacant lecturer position may be filled without being advertised if approved by the dean of the college, the Provost, and the Assistant to the President for Diversity, under extraordinary circumstances.
Applicants for vacant lecturer positions will receive an email from the Provost’s Budget Office confirming receipt of their application materials. This email message will include a request that the applicant complete the voluntary on-line applicant data form.

This information informs the University’s affirmative action plan and is for statistical purposes only and shall not be used to discriminate for or against anyone.
Once the job advertisement has been posted for at least two weeks (10 business days) then academic departments may begin to screen applicants and eliminate those who do not meet minimum qualifications for the position. These applicants will be notified by email by the academic department that they are no longer being considered for the current vacancy. A record of these applicants, that includes the specific reason why the applicant was not considered for the vacancy, will be maintained by the academic department.
The academic department may request general demographic information on applicants in the pool at this time from the Office of Diversity and Equal Opportunity.
1. Each applicant in the pool should be reviewed on their qualifications in relation to the job advertised position and qualifications. The screening process must not discriminate on the basis of any protected status (e.g., race, age). Academic departments should be consistent with the hiring goals outlined in the University's Affirmative Action Plan.
A set of similar questions should be asked of all interviewed applicants. Interviews can take place in many formats, including face to face, telephone, via the web, etc. Follow up questions and questions relating to specific education and experience may also be asked.
1. Reasonable accommodations must be made for applicants with disabilities during their visit to campus and during the interview.
After interviews of applicants in the pool have been completed the academic department (via the department chairperson) priority ranks applicants in the pool. The department chairperson, with the approval of the college dean, may offer the position to the chosen candidate. Once the position is accepted, or if the search fails, the department chair notifies the Provost’s Budget Office. Salary and compensation for all lecturer positions must be pre-approved by the Provost’s Office.
Official offer letters and contracts will be sent only by the Provost’s Budget Office.
The Office of Diversity and Equal Opportunity will forward a list/file to the department chairperson that contains demographic data regarding the applicant pool secured from the online applicant data file. The chairperson should assign the appropriate disposition code next to each applicant, adding applicant data for any applicants that were interviewed, but did not complete an applicant data form and forward the completed form to the Office of Diversity and Equal Opportunity.

Appendix 2

Procedures and Criteria for Librarian Evaluation, Promotion, and Permanent Status

Overview of Librarian Evaluation, Promotion, and Permanent Status
1. General Principles
  1. Minimum requirements for appointment, promotion, and permanent status of librarians are established by the University System of Maryland (USM) Board of Regents and are stated in the “II-1.00 University System of Maryland Policy on Appointment, Rank and Tenure of Faculty” which may be amended from time to time. The provisions of the USM policy supersede any conflicting provisions in TU policies.
  2. Librarians will be evaluated on performance in the areas of librarianship; scholarship, research, publications, creative works and professional leadership; service; and progress toward meeting annual objectives as determined in collaboration with the immediate supervisor. A newly hired librarian will receive a written evaluation from his or her immediate supervisor, with a copy to the library director, six months after the initial appointment. Every librarian will receive an annual evaluation each spring from his or her department chair/supervisor that is also reviewed by the director of the library.
  3. The final decision to grant or deny permanent status shall be made by the President.
2. Standards and Expectations
  
  The general criteria for initial appointment, any promotion in rank, and permanent status measure the librarian’s contributions to the University and librarianship. These criteria include quality of performance in the areas of the librarian’s responsibility, library instruction, research and academic achievement, professional activity outside the library, service on library committees and task forces, service to the University. The criteria are not all necessarily weighted equally; the degree of importance given to any one criterion may vary from one librarian to another, depending on the particular position.
3. Definition of Evaluation Categories
  1. Librarianship
    
    The librarian is expected to demonstrate competence in his or her assigned areas of responsibility, such as library instruction, collection development, bibliographic organization, reference, research services, discipline specialty, management, or some combination thereof. Among the factors to be considered are: quality and consistency of performance; ability to innovate; initiative; leadership; ability to work effectively with others; amount of responsibility assigned to the librarian; ability to organize work and complete tasks promptly; ability to relate job functions to the more general goals of the library and University; dependability; accuracy; oral and written skills; judgment; professional attitude; adaptability; participating and providing input to library program designs and solutions; and demonstrated commitment to the mission of the library.
  2. Scholarship, Research, Publications, Creative Works, and Professional Leadership Scholarship may be in the form of books, articles, book reviews, editorships, bibliographies, handbooks, digital objects, creative works, teaching appointments, and lectures. The librarian is expected to demonstrate continued academic study related to the profession and/or the programs of the University. Continuing education includes formal courses, seminars and workshops, as well as advanced degrees obtained or in progress. Meaningful participation in professional activities on local, state, regional, and national levels includes offices held, committee assignments, papers presented, awards received, and leadership in the design and development of seminars and workshops.
  3. Service
    
    Service shall include substantive participation in the shared governance activities of the library and University. Service also includes special major projects with academic departments and participation in relevant work of the University System of Maryland, such as the University System of Maryland and Affiliated Institutions Library Consortium. Civic service, which may be considered in this category, includes participation in the larger community (local, regional, national or global) outside the University in ways that may or may not be directly related to the librarian’s academic expertise, but in ways which advance the University’s mission.
4. Part-time Librarians
  1. Part-time librarians may be employed at the ranks of Librarian I, Librarian II, Librarian III, or Librarian IV.
  2. Appointment, reappointment, permanent status, promotion, and termination of part-time librarians shall be consistent with the policies and procedures established for permanent full-time librarians.
  3. In order to be considered eligible for permanent status, a part-time librarian’s commitment shall be at least fifty percent time for the fiscal year.
  4. The length of employment for permanent status consideration shall ordinarily be based upon the number of full-time equivalent years accrued by the librarian at the institution (e.g., if a full-time librarian is normally considered for permanent status after six years of consecutive employment, a librarian whose employment is at fifty percent (50%) will normally be considered after twelve (12) years of employment).
  5. Part-time individuals at the ranks of Librarian I, Librarian II, Librarian III, and Librarian IV are eligible for full-time positions consistent with institutional policies.
Evaluation Criteria
1. Criteria for Annual Performance Evaluation and Guidelines for Merit for Librarians
  
  The annual performance evaluation serves as the basis for recommending annual merit salary increases. There are three categories of evaluation: librarianship; scholarship, research, publications, creative works, and professional leadership; and service. Librarianship will be the most heavily weighted of the three evaluation categories. Ratings will take into consideration the performance of librarians at different levels of experience and responsibility. Expectations for performance increase with years of experience and the addition of responsibilities.
  
  The statement of job responsibilities is the starting point for the evaluation process. It is the joint responsibility of the librarian and supervisor to set goals in the areas of librarianship, scholarship, and service for the coming year and to establish priorities. Annual goals should be challenging, realistic, and support the mission and goals of the library and University.
  
  There will be three levels of merit as follows:
  
  Excellent –Outstanding (Base Merit Plus): Librarians who are not only deemed satisfactory, but who also have a rating of “excellent – outstanding” in librarianship and in at least one additional category of evaluation.
  
  Satisfactory – Meets Expectations (Base Merit): Librarians whose work is deemed competent and thus contributes to fulfilling the mission of the library and University. To qualify for base merit, librarians shall demonstrate achievement in librarianship, scholarship, and service consistent with their job responsibilities and receive a rating of “satisfactory - meets expectations” or higher in librarianship and in at least one other category.
  
  Not Meritorious – Needs Improvement: Librarians whose performance fails to adequately meet explicit standards.
  1. Criteria for Evaluating Performance in Librarianship
    
    The following factors will be considered in evaluating performance in librarianship: quality and consistency of performance; ability to innovate; initiative; leadership; ability to work effectively with others; amount of responsibility assigned to the librarian; ability to organize work and complete tasks promptly; ability to relate job functions to the more general goals of the library and University; dependability; accuracy; oral and written skills; judgment; professional attitude; adaptability; fulfilling basic obligations of attendance; participating and providing input to library program designs and solutions; and demonstrated commitment to the mission of the library and University.
    1. Outstanding (3): The assignment of “Outstanding” is based on a consistently high level of performance and the superior nature of the contribution must be evident. The quality, innovation, sustained effort, reliability and initiative demonstrated by the librarian are considered when assigning a rating of outstanding. Characteristics of this rating may include but are not limited to the following:
      1. Demonstrates special efforts and/or exhibits unusual success in the area of job responsibility.
      2. Accomplishes annual goals in an exemplary manner with goals that advance the library and University missions and strategic plans.
      3. Assumes new responsibilities or assignments beyond current position that require a commitment of time, energy and other resources.
      4. Provides leadership or major contribution to activities which result in a significant impact and improvement of library services.
    2. Meets Expectations (2): The assignment of “Meets Expectations” indicates that the librarian consistently and adequately fulfills the responsibilities of the position. Characteristics of this rating may include but are not limited to the following:
      1. Understands and executes job responsibilities independently and thoroughly, and accomplishes a majority of his/her annual goals.
      2. Furthers the service unit's goals and objectives through active participation.
      3. Accepts and performs library assignments in addition to current job responsibilities.
      4. Demonstrates knowledge of library policies and procedures and the interrelationships of various service units.
    3. Needs Improvement (1): The assignment of “Needs Improvement” indicates that the librarian does not meet important responsibilities of the position. Characteristics of this rating may include but are not limited to the following:
      1. Does not accept or fulfill work assignments appropriate to statement of job responsibilities.
      2. Does not perform in accordance to library mission, policies or procedures.
      3. Is ineffective in carrying out primary duties.
      4. Demonstrates inappropriate professional behavior.
      5. Fails to work toward improving problematic performance.
  2. Criteria for Evaluating Performance in Scholarship, Research, Publications, Creative Works, and Professional Leadership
    
    While the quantity of work in a given year is considered, more important is the quality of work and its research or creative value as demonstrated by publication or presentation. Additional factors include originality, independence of contribution and reputation of the publication. Scholarship in library science or chosen subject specialties is to be considered. Research-in-progress may be considered if it leads to publication or presentation within a reasonable amount of time. Research-in-press may be considered but then not again for the following year. The impact of the librarian’s work will be evidenced by citation patterns, requests for presentations, and other means. Creative works must be relevant directly to the field of academic librarianship or area of library expertise.
    1. Outstanding (3): The assignment of “outstanding” includes a very active, productive research and leadership agenda. Characteristics of this rating may include but are not limited to the following:
      1. Has evidence of significant contributions to the profession through such efforts as having published an article, book, book chapter, presented a scholarly paper or workshop at a national or regional conference.
      2. Has receipt of an externally funded grant.
      3. Has held a leadership role and made a significant contribution in a national or regional professional organization.
      4. Has evidence of outstanding creative work that demonstrates originality and/or innovation and that makes a significant impact on library services or mission.
    2. Meets expectations (2): The assignment of “meets expectations” includes a productive research agenda. Characteristics of this rating may include but are not limited to the following:
      1. Has an active research agenda and is working on projects that contribute to the profession of academic librarianship.
      2. Has contributed works such as a book review, newsletter article, or in-house publications during the year.
      3. Has given presentations or workshops on topics related to academic libraries, higher education and/or topics relevant to areas of responsibility.
      4. Has evidence of creative work that promotes the library, University or profession.
      5. Participation in professional organizations, attendance at professional conferences, workshops and/or staff development activities.
    3. Needs Improvement (1): The assignment of “needs improvement” indicates no or minimal scholarship, research, creative work, or professional activity. Characteristics of this rating may include but are not limited to the following:
      1. Has no active scholarship, creative work, or research agenda.
      2. Has no evidence of professional activity.
  3. Criteria for Evaluating Performance in Service
    
    University service and civic service fall within the service category. The librarian has the responsibility to document the impact of participation in furthering the service and outreach mission of the library and University.
    1. Outstanding (3): The assignment of “outstanding” includes a high level of significant service activity. Characteristics of this rating may include but are not limited to the following:
      1. Significant University service or civic service within the University community or its constituencies.
      2. Successful service on two or more non-library Towson University, University System of Maryland, or regional committees, governing boards, task forces, or project teams.
      3. Leadership role in at least one committee or organization.
    2. Meets expectations (2): The assignment of “meets expectations” includes productive service activities. Characteristics of this rating may include but are not limited to the following:
      1. Participation in library or University committees.
      2. Civic service through outreach activities.
    3. Needs Improvement (1): (Minimal service activities)
      1. Failure to participate in library or University service.
      2. No active service record at any level (library, University, civic, state, regional or national).
2. Criteria for Promotion of Librarians
  1. Librarian II requirements: Normally a minimum of three years of professional experience is required. Candidates must meet all requirements listed below.
    1. Librarianship:
      1. Meet or exceed standards in all categories in the two most recent annual reviews, unless documentation is provided to indicate that any "below standards" ratings in the two most recent annual reviews were fully addressed and corrected prior to the submission of the candidate's dossier.
      2. Substantive contribution to the maintenance or improvement of quality in library services and resources, with documentation of specific contributions.
      3. Successful completion of one or more significant and relevant projects for the library, or completion of one or more regional or national library projects that were pre-approved by the appropriate department chair/supervisor and library director.
      4. Application of broad knowledge of librarianship and in-depth knowledge of specialties within areas of responsibility to serve the Cook Library and Towson University missions.
    2. Scholarship, Research, Publications, Creative Works, and Professional Leadership:
      1. Continuing study and ongoing enhancement of knowledge level in areas of responsibility
        
        OR
        
        Publications, creative works, or significant reports in which the candidate served as lead.
      2. Active membership in at least one relevant professional organization.
      3. Attendance at professional meetings.
    3. Service:
      1. Participation in Cook Library committees.
      2. Participation in shared governance activities and other committees or projects of the University beyond those of the library. This may include participation in and contribution to special major projects with academic departments, or with the University System of Maryland and Affiliated Institutions (USMAI) Library Consortium. Participation in civic service may be included in this category.
  2. Librarian III Requirements: Normally a minimum of six years of professional experience is required, three of which must be at a level comparable to the rank of Librarian II at Towson University. In addition to the requirements for Librarian II, candidates must meet all of the following requirements except as noted.
    1. Librarianship:
      1. Performance, leadership, and initiative beyond the level required of Librarian II for areas of direct responsibility
      2. Performance, leadership, and initiative in projects and assignments which extend beyond areas of direct responsibility.
    2. Scholarship, Research, Publications, Creative Works, and Professional Leadership:
      1. Performance, leadership, and initiative in this category beyond that required for Librarian II.
      2. At least three works from any of the following categories: publications in peer-reviewed journals (or works accepted for publication in such journals); presentations at state, regional or national meetings in areas of library expertise; or creative works directly relevant to the field of academic librarianship or the librarian’s area of specialization. A significant grant for which the candidate took primary responsibility may be substituted for a peer-reviewed publication.
    3. Service:
      1. Performance, leadership, and initiative in this category beyond that required for Librarian II.
      2. Successful service of at least two years on two or more shared governance activities and other committees or projects of the University beyond those of the library. This may include participation in and contribution to special major projects with academic departments, or with the University System of Maryland and Affiliated Institutions (USMAI) Library Consortium. Participation in civic service may be included in this category.
  3. Librarian IV requirements: Appointment or promotion to this rank is exceptional. Normally a minimum of nine years of professional experience is required, at least three of which must be at a level comparable to Librarian III at Towson University. In addition to meeting the criteria for Librarian II and Librarian III noted above, the candidate must have made distinctive contributions to the library, Towson University, the library profession, and/or an academic discipline that clearly set the candidate among the top professionals in academic librarianship. These contributions will include three or more of the following:
    1. Leadership and completion of major projects that benefit Cook Library, Towson University, the University System of Maryland, or libraries region-wide.
    2. Proposal, receipt and successful completion of a major grant.
    3. Consistent leadership or excellence in librarianship over an extended period of time that has benefited other librarians and library staff.
    4. Regional or national leadership demonstrated either by holding high office in professional associations or otherwise making significant contributions to the field.
    5. An outstanding publication record.
    6. Achieving exceptional formal recognition, honors or awards for outstanding service, teaching or leadership in the field.
3. Criteria for Permanent Status of Librarians
  1. Permanent status may be granted only to those holding the rank of Librarian II, Librarian III, or Librarian IV and such other ranks and the University may adopt and the Board of Regents may approve; permanent status may not be granted to an individual holding the rank of Librarian I. Permanent status is continued employment by the University such that a decision to remove a librarian must be made by the President and must be justified by cause as defined in Towson University Policy on Appointment, Rank, and Tenure of Faculty, and applicable Board of Regents policies. This employment may be terminated only in accordance with the University's and Board of Regents' policies. Continued employment need not be in the same capacity. Permanent status can be awarded only by an affirmative decision based upon a formal review as described in this policy.
  2. Permanent status review shall occur no later than the librarian’s sixth year of continuous, full-time service as a librarian at Towson University.
  3. The categories for evaluating librarians are (1) librarianship; (2) scholarship, research, publications, creative works, and professional leadership; and (3) service, all as defined in Section I. C of this document “Definition of Evaluation Categories.” The expected contributions in each of these areas will vary considerably among librarians depending on their primary function within the library.
  4. Permanent status requires superior professional and intellectual attainment and potential. The quality of a librarian’s performance and potential for professional growth and achievement will be judged in the evaluation categories listed in paragraph 3 above and described in Section I.C of this document, “Definition of Evaluation Categories.” To achieve permanent status a librarian will hold, at a minimum, a Master’s degree in librarianship from an ALA accredited library school.
  5. Librarianship will be judged with respect to:
    1. consistency of performance;
    2. grasp of library methods and trends;
    3. command of librarian’s subject(s);
    4. continued growth in librarian’s field(s);
    5. ability to innovate and take initiative;
    6. ability to work effectively with others and;
    7. ability to relate librarian’s functions to the more general goals of the library and the University.
  6. Scholarship, Research, Publications, Creative Works, and Professional Leadership will be evaluated with regard to activities such as the following:
    1. research or recognized contributions in fields relevant to the profession;
    2. documented research in progress;
    3. books, articles, book reviews, bibliographies, indexes, codifications, professional practices, presentations, and preparation of exhibits in professional or scholarly fields;
    4. progress toward the completion of an advanced degree relevant to the profession and/or programs of the University;
    5. courses taken toward improvement of subject knowledge;
    6. membership and activity in professional and scholarly organizations, committees, and meetings;
    7. related consulting or similar service;
    8. recognition of outstanding achievement or promise as evidenced by awards, fellowships, grants; and
    9. college teaching.
  7. Service will be evaluated with regard to participating in activities such as the following:
    1. library and University committees;
    2. relevant work of the University System of Maryland; and
    3. civic service to the larger community.
Process and Procedures for Evaluation, Promotion, and Permanent Status
1. Principles
  1. The following procedures and sequence of operations are to be followed by all candidates and by all reviewers. The procedures have been established to promote consistency of application from one year to the next and to provide full and fair hearings for all candidates. All parties are responsible for maintaining appropriate security and confidentiality of all materials and deliberations regarding evaluation, promotion and permanent status. Each application for promotion or permanent status is to be considered solely on its own merits at the time it is submitted.
2. Document Development
  - The responsibility for presenting a portfolio of material for the annual review, promotion, or permanent status rests with the librarian.
  - Guided by the department chair/supervisor and library criteria, the librarian shall include in his/her portfolio sections that address the three categories of librarianship, scholarship, and service and shall address such categories as s/he deems appropriate in his/her narrative statements.
  - All documentation presented by the librarian for evaluation, promotion, and permanent status shall be submitted in the form of an evaluation portfolio. Evaluation portfolios shall be organized, indexed, and placed in a three-ring binder. Portfolios may be submitted in electronic format designated by the library director. Contents of the evaluation portfolio are determined by type of review and minimally shall include the materials outlined below.
  - Evaluation portfolio materials for annual evaluation of all librarians must include the following documents:
    1. Librarian Annual Performance Evaluation (See Section VI). This form may be amended from time to time.
    2. Current curriculum vitae.
  - Evaluation portfolio materials for full review of librarians for promotion and/or for permanent status must include the following documents:
    1. Items to be supplied by the candidate:
      1. Letter of request to be considered for promotion or permanent status, including a narrative justifying the request.
      2. Current curriculum vitae.
      3. Summary of professional activities during the review period, signed by the department chair/supervisor.
      4. Transcript(s) – original transcript(s) documenting any formal continuing studies during the review period.
      5. Publication(s) – copies of up to five (5) professionally relevant publications or documentation of creative works or presentations in area of library expertise.
      6. List of References – Candidates seeking promotion in rank or permanent status will provide the names of at least three individuals from inside or outside the Library who will be asked for additional information concerning the candidate’s professional capabilities and accomplishments. The references may include librarians, faculty members, or other colleagues who have had sufficient contact with the candidate during the review period to be able to evaluate his/her professional skills and performance.
      7. Other references – Up to five (5) unsolicited commendations and acknowledgements may be included in portfolio.
    2. Items to be supplied by others:
      1. Current position description – This document will be added to the portfolio by the library director.
      2. Performance appraisals – The two most recent Librarian Annual Performance Evaluations completed by the librarian’s department chair/supervisor. These documents will be added to the portfolio by the library director.
      3. References - Letters from Committee chair soliciting references that assess the candidate’s accomplishments and letters of reference in response to above will be added to the portfolio by the chair of the Committee. Solicited external reviews will not be included in the evaluation portfolio but will be forwarded under separate cover to each level of review. They will be maintained separately and will remain confidential.
      4. Letter of recommendation from department chair/supervisor – The chair of the Committee will forward a copy of the updated curriculum vitae from the portfolio to the candidate’s current department chair/supervisor and request a full evaluation of the candidate's eligibility for advancement in rank or for permanent status. The department chair/supervisor’s detailed report with recommendation shall be included in the portfolio as it proceeds through the process.
      5. Other – The Committee may request additional information from inside and outside the library to complete documentation needed to make a recommendation. If this should occur, the candidate will be notified in writing about the additional information needed and from whom it is requested. This notification and the candidate’s response will be added to the portfolio by the Committee chair. If at any level confidential external reviews are solicited pursuant to promotion and permanent status policies, they will remain confidential and will not be made available to the librarian. These reviews will not be included in the librarian evaluation portfolio but will be forwarded under separate cover to each subsequent level of review.
      6. Recommendations and actions
        
        Letter conveying results of the Committee vote, supplied by Committee chair.
        
        Decision of library director, supplied by library director.
        
        Decision of Provost or designee, supplied by Provost’s office.
        
        Response of candidate, if written, supplied by candidate.
  - Summative Portfolio to be submitted to Provost
    
    In addition to the evaluation portfolio, librarians being reviewed for promotion or permanent status shall also prepare a summative portfolio for the Provost. It shall be clearly labeled with the librarian’s name, department, and type of review. In each section of the binder, documents shall be presented from the most recent year evaluated to the time of last promotion or year of hire. The summative portfolio shall be compiled in a one-inch binder, labeled, indexed, and in the order listed as follows:
    
    Section I: Current curriculum vitae. A copy of one recent professionally relevant publication or documentation of creative work or presentation in area of library expertise.
    
    Section II: Librarian Annual Performance Evaluation (Parts I – IV), arranged from most recent to the time of last promotion or year of hire.
    
    Section III: Supporting Statement
  - Summary statement describing correlation between expectations and accomplishments and integrating accomplishments in the areas of librarianship, scholarship, and service.
    Section IV: Recommendations
  - Written recommendation of the Librarian Promotion and Permanent Status Committee.
  - Written recommendation of the department chair/supervisor.
  - Written recommendation of the library director.
3. Document Storage
  1. The library director shall maintain a copy of all official documents concerning annual evaluation, promotion, and permanent status. Copies of all recommendations shall also be sent to the librarian.
  2. The official letters concerning recommendations for promotion and permanent status shall be maintained by the Provost, as chief academic officer of the University.
4. Evaluation Procedures, Calendar and Timetable
  
  Years in rank are counted beginning with an individual's anniversary date at the Albert S. Cook Library. An initial partial year of 6 months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service. Increase in pay due to promotion in rank will be awarded July 1 following the date the candidate has been notified that promotion has been granted.
  1. Annual Evaluation
    1. The department chair/supervisor shall annually review librarians for reappointment and merit.
    2. To qualify for merit, librarians shall demonstrate achievement in librarianship, scholarship and service consistent with “Criteria for Annual Performance Evaluation and Guidelines for Merit for Librarians” (Section II.A).
    3. Each librarian shall prepare an evaluation portfolio describing activities and accomplishments during the review year to which the evaluation applies, as outlined in “Document Development” (Section III.B). The librarian shall submit the evaluation portfolio to the department chair no later than February 10.
    4. The annual review for reappointment and merit shall be conducted and completed during the spring semester of the Academic Year under review.
    5. March 1 – The department chair/supervisor shall be responsible for presenting to the library director the evaluation portfolios for annual review of all librarians in the department, with the department chair/supervisor’s recommendations, by March 1.
    6. March 15 – The library director shall review the department chair/supervisor recommendations, add comments, and forward the documents to the Provost by March 15.
    7. April 1 - If the library director disagrees with the department chair/supervisor recommendation, the library director shall notify the department chair/supervisor and the librarian of the recommendation in writing. The recommendation shall contain reference to each category evaluated including librarianship, scholarship, and service. The library director shall be responsible for adding this recommendation to the librarian’s evaluation portfolio. Negative recommendations shall be delivered in person by the library director or sent by certified mail to the librarian’s last known address by April 1.
    8. A librarian may appeal a non-reappointment recommendation at any point in the process, following procedures outlined in the Appeals section (Section V); however, an appeal shall not stay the reappointment evaluation process.
    9. April 15 - If the Provost accepts a non-reappointment recommendation made during the librarian’s first or second year of employment at the University, written notice shall be delivered to the librarian or mailed to the librarian’s last known address by April 15; otherwise, the appointment is renewed automatically for one (1) additional year.
    10. Librarians entering the third through fifth years of service at the University must receive one full year’s notice of non-reappointment.
  2. Promotion and Permanent Status Review Process and Calendar
    1. July 15 - Candidates begin process for promotion and/or permanent status.
      1. No later than July 15, the library director shall notify all Librarian I's who are beginning their sixth year of service that they must apply for promotion. An initial partial year of six(6) months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.
      2. No later than July 15, the library director shall notify all librarians who are beginning their sixth year of continuous full-time service, and their department chairs, that they must apply for permanent status. A librarian must hold the rank of Librarian II or higher in order to be granted permanent status (See “Criteria for Permanent Status of Librarians” (Section II.C.)).
      3. Except as provided in items “i” and “ii” above, librarians are responsible for tracking their own eligibility for promotional review and for initiating the review process at the appropriate time, if they so elect. A letter of intent to seek promotion or permanent status must be sent to the library director by July 15.
    2. August 15 – September 15 - Candidate's portfolio is completed
      1. The candidate for promotion or permanent status must submit a portfolio to the library director by August 15. (See Section III, B. “Document Development”.) The library director shall confirm receipt of the portfolio in writing to the candidate.
      2. The library director shall add to the portfolio a current position description and copies of the two most recent Librarian Annual Performance Evaluations. The library director shall make the candidate's portfolio available for use by the Librarian Promotion and Permanent Status Review Committee (“Committee”).
      3. The Committee shall meet to review the portfolio for completeness and to begin the process of contacting references. The chair of the Committee will contact the references and assure them that all letters of reference will be kept in confidence, to the extent permitted by law, so as to protect the privacy of the candidate and to encourage references to be frank and accurate in their descriptions of the candidate's strengths and weaknesses. All letters of reference shall be submitted to the chair of the Committee by September 15.
      4. The chair of the Committee will forward a copy of the updated vitae from the portfolio to the candidate's current department chair/supervisor and request a detailed report and recommendation on promotion or permanent status to be submitted to the Committee chair by September 15. In those cases in which the current department chair/supervisor has been in position for less than one (1) year, the past department chair/supervisor will be contacted as well.
    3. September 15 - Committee begins review of the portfolio for promotion or permanent status
      1. The chair will review the candidate's portfolio for completeness and will set a meeting for the Committee's deliberations. In the event letters of reference or the department chair/supervisor's evaluation are not received by September 15, the library director will be advised of the situation and will take appropriate action.
      2. The Committee's secretary will take sufficient notes during all Committee deliberations so that reasons for a recommendation can be accurately expressed in writing.
    4. October 15 - The Committee shall complete its deliberations and reach a decision by secret ballot, signed with the Towson University ID number and dated by each committee member, including the chair, and tallied by the committee chair and committee secretary. The committee chair shall send signed, dated written notification of its vote results and recommendation to both the candidate and the library director by October 15. The letter shall contain a statement of reasons for the recommendation and will become part of the portfolio. The secret ballots shall not be included in the portfolio, but shall be forwarded under separate cover to the library director, to be preserved with the promotion and permanent status file until three years following the librarian’s termination or resignation from the University. No committee member shall abstain from a vote for promotion or permanent status unless the library director authorizes such abstention based for good cause, including an impermissible conflict of interest.
    5. October 15 - Library director begins review of the portfolio for promotion or permanent status.
      1. The library director receives all portfolio materials and the formal notes of the Committee. The library director shall recommend granting or denying the request for promotion or permanent status, give the reasons for that recommendation in writing, and provide copies of that document to the candidate and the Committee by December 1.
    6. December 1 – Library director provides copy of written recommendation to candidate and Committee by December 1.
    7. December 15 – The library director forwards his/her written recommendation and the recommendation of the Committee along with the candidate’s summative portfolio to the Provost by December 15.
    8. January 30 - The Provost or designee receives the promotion or permanent status documentation from the library director and will make his/her recommendation in writing to the President by January 30.
    9. March 1 –The President will notify the candidate and library director in writing, with a copy to the chair of the Committee, of his/her final decision to grant or deny promotion or permanent status by March 1.
      1. If promotion is approved or permanent status is granted, a letter will be sent from the President to the candidate, with a copy to the library director, indicating that promotion or permanent status will occur July 1 of that calendar year.
    10. March 1 - Process for promotion or permanent status is completed.
      1. At whatever point the promotion or permanent status process is terminated, the portfolio shall be retained in its entirety in the library director's office for three full years, or for three years following the termination of the candidate from employment at Towson University, whichever is later. This file shall be sealed and kept in a separate secure promotion/permanent status file apart from the candidate's personnel file.
      2. If permanent status is not granted, the candidate shall be granted an additional and terminal one year appointment and, barring exceptional circumstances, shall receive no further consideration for permanent status.
    11. If a librarian wishes to appeal a decision regarding promotion in rank or permanent status, the appeal should be submitted in accordance with the appeals procedures in Section V.
  3. Promotional Review Timetable
    1. Promotion from Librarian I to Librarian II
      1. Promotion review is mandatory for librarians at this rank. Years in rank are based on the anniversary date of appointment. An initial partial year of 6 months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.
      2. Review for promotion to Librarian II normally begins after three years of full-time professional experience, or full-time equivalent based on percentage of part-time employment. At least one Academic Year must be at Towson University.
      3. A librarian who has completed his/her fifth consecutive year of full-time employment, or full-time equivalent employment based on percentage of part-time employment, as a Librarian I must initiate a mandatory promotional review.
      4. Promotion to Librarian II, if granted, is announced immediately and becomes effective July 1 of that calendar year.
      5. If promotion from Librarian I to Librarian II is denied during employee's completion of his/her sixth consecutive year of full-time employment, or full-time equivalent employment based on percentage of part-time employment, as a Librarian I, the individual's appointment will be terminated in accordance with applicable policies.
    2. Promotion from Librarian II to Librarian III
      1. Promotional review is neither mandatory nor automatic for librarians at this rank. To be considered for promotion, the individual librarian must initiate the process described above through submission of a portfolio to the library director by the required date.
      2. Review for promotion to Librarian III normally begins after at least six years of professional experience, three of which must be at a level comparable to the rank of Librarian II at Towson University.
      3. Promotion to Librarian III, if granted, is announced immediately and becomes effective July 1 of that calendar year. iv. If a librarian is denied promotion to Librarian III, he/she shall not be reviewed for promotion in the next review cycle.
    3. Promotion from Librarian III to Librarian IV
      1. Promotional review is neither mandatory nor automatic for librarians at this rank. To be considered for promotion, the individual librarian must initiate the process described above through submission of a portfolio to the library director by the required date.
      2. Review for promotion to Librarian IV normally begins after at least nine years of professional experience, three of which must be at a level comparable to the rank of Librarian III at Towson University.
      3. Promotion to Librarian IV, if granted, is announced immediately and becomes effective July 1 of that calendar year.
      4. If a librarian is denied promotion to Librarian IV, he or she shall not be reviewed for promotion in the next review cycle.
    4. Early promotion
      
      Consideration for early promotion may be initiated, normally by a department chair/supervisor, in recognition of superior performance and extraordinarily rapid professional development. The librarian may accept or decline opportunity for early promotional review without prejudice to any future review eligibility.
  4. Permanent Status Review Timetable
    1. The total number of annual appointments for a full-time librarian, including the initial appointment (even if less than one year) shall not exceed six. An initial partial year of six (6) months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.
    2. If request for permanent status is denied, the candidate shall be granted an additional and terminal one year appointment and shall receive no further consideration for permanent status.
Promotion and Permanent Status Review Committee Structure, Policies, and Procedures
1. The Librarian Promotion and Permanent Status Review Committee (hereafter referred to as “Committee”) assesses and reports on the accomplishments of each candidate within the criteria defined in this policy and provides to the library director an objective and thorough evaluation of the candidate’s qualifications for promotion or permanent status.
  1. The Librarian Promotion and Permanent Status Review Committee is a standing committee, which consists of four librarians above the rank of Librarian I who hold permanent status positions. The library director is ineligible for service on the Committee. If the number of eligible librarians is insufficient, an exception to Committee membership may be made by the Library Director.
  2. The librarians who hold permanent status positions in Cook Library will elect four regular members and one alternate member for staggered terms to the Committee. This election is held in May with the new committee convening July 1. The election will be conducted by the chair of the Committee. The library director will be notified immediately of the election results.
  3. The term of service for Committee members is three years. Members serve staggered terms to preserve continuity from one year to the next. The alternate serves a one-year term. Following the completion of a full term on the Committee, an individual is ineligible for election for a period of one year.
  4. A chair and a secretary are elected for a one-year term by the Committee from its members. The chair will have at least one year’s experience on the Committee and will hold permanent status. The library director will be immediately notified of the election results.
  5. Since the alternate member may be required to take the place of an indisposed or ineligible member at any time, the alternate will attend all Committee meetings. A quorum shall consist of four Committee members, either the four regular members, or, when necessary, three regular members and the alternate.
  6. No Committee member may be present at or participate in discussion or vote on: 1) the application of a candidate under his or her direct supervision; 2) his or her own application; 3) the application of his or her present direct supervisor; 4) the application of his or her spouse or any other individual with whom the member may have a clearly defined conflict of interest, e.g. an applicant who shares the same household or has common financial interests with the member, as identified by the chair of the Committee. Should the Committee have questions concerning the exclusion or participation of a member regarding any applicant, the library director will be responsible for deciding whether a member of the Committee should be excluded from participating in discussion or voting on a candidate’s application for promotion or permanent status. The library director has the discretion to appoint a non-elected member to the Committee should the number of members fall below the mandated quorum.
  7. Members of the Committee must regard their work to be of the utmost confidentiality. Any discussion of matters that come before the Committee with anyone not on the Committee, or discussions of these matters in public areas or in unofficial meetings, is inappropriate, except to the extent such disclosure is required by law or applicable policy. Any and all such behavior shall be regarded as a serious breach of confidentiality and shall be subject to disciplinary action.
2. The Chair and Secretary of the Librarian Promotion and Permanent Status Review Committee
  1. The chair is elected from the members of the Committee at the Committee’s July meeting after its annual general election in May.
    1. Qualifications: permanent status, and one year of experience on the Committee.
    2. Term of office: one year. The chair may be re-elected for a second consecutive term.
    3. Duties:
      1. Convene and conduct meetings as necessary.
      2. Initiate Committee elections, including distributing, and with the secretary, counting ballots and announcing election results. Initiate special elections to replace members whose seats were vacated prior to the end of their terms.
      3. Keep a calendar which records the initial appointment and permanent status of each librarian.
      4. Maintain the records of the business of the Committee.
      5. Forward in writing any recommendations of the Committee to the library director.
      6. Act as contact for the library director and the librarians for any issues about promotion or permanent status.
      7. Perform the tasks specified in the promotion and permanent status review sequence.
      8. Vote on candidate’s promotion or permanent status
      9. With the secretary, count ballots of any Committee vote taken.
  2. The Secretary of the Committee is elected from the members of the committee at the Committee’s July meeting after its annual general election in May.
    1. Qualifications: election to Committee
    2. Term of office: one year. The secretary may be re-elected for a second consecutive term.
    3. Duties:
      1. i. Record the minutes of the Committee’s meetings and distribute them to all its members.
      2. Record Committee review deliberations in sufficient detail that reasons for recommendations may be clearly understood.
      3. Vote on candidate’s promotion or permanent status.
      4. With the chair, count ballots of any Committee vote taken.
Appeals and Negative Recommendations
1. Negative Recommendations
  
  Negative recommendations at any level regarding annual review, merit, promotion or permanent status shall be delivered in writing in person or sent by certified mail to the librarian’s/candidate’s last known address, return receipt requested, and postmarked no later than the date on which reports are to be distributed to the librarians according to the University librarian promotion and permanent status calendar. The department chair/supervisor has responsibility for conveyance of any recommendation made at the department level. The library director has responsibility for conveyance of any recommendation made at the library level. The Provost has responsibility for conveyance of any decision rendered by the Provost.
2. Appeals
  1. All appeals shall be made in writing and delivered to the designated person/committee within twenty-one (21) calendar days from the date the negative judgment is delivered in writing in person or the date of the postmark of the certified letter that conveys the negative recommendation.
  2. Procedural appeals relate to alleged errors in the procedures followed in the review, recommendation and notification process, and shall follow the procedures below.
    1. Procedural appeals shall be made to the Librarian Promotion and Permanent Status Committee (the “Committee”).
    2. The appeal must clearly state the alleged procedural error(s) and shall be accompanied by supporting documents. It must be delivered by certified mail or in person to the chair of the Committee, library director, or Provost.
    3. Appeals of department or library director recommendations shall be copied to the department chair/supervisor, the library director and the chair of the Committee. Appeals of Provost recommendations shall be copied to the library director and the department chair/supervisor.
    4. Within fifteen (15) business days of receipt of a formal appeal with attached materials, the Committee shall review the case and provide a written response. Copies of this letter will be provided to all parties who were copied on the original appeal letter.
    5. Recommendations of the Committee may be appealed to the President, whose decision shall be final. The chair of the Committee will monitor the appeal process.
  3. Substantive appeals refer to perceived errors in judgment made by the department chairperson/supervisor, the Committee, the library director, or the Provost with regard to the evaluation of the librarian’s performance.
    1. The next higher level shall serve as the appeals body. Appeals must be delivered in writing by certified mail or in person to the library director or Provost, within twenty-one (21) calendar days of notification of the negative recommendation.
    2. The appeal must clearly state the grounds for appeal and must be accompanied by supporting documents. The librarian may supplement the portfolio under review with any statement, evidence, or other documentation s/he believes would present a more valid perspective on his/her performance.
    3. Appeals of department chair/supervisor recommendations shall be copied to the department chair/supervisor. Appeals of Committee recommendations shall be copied to the chair of the Committee. Appeals of the recommendation of the library director will be copied to the library director. Appeals of the recommendation of the Provost will be copied to the Provost.
    4. All challenge material shall be placed in the portfolio under review no later than five (5) business days before the portfolio is due to the next level. All material placed in the file, including challenge material, shall become a part of the cumulative expansion of the portfolio and shall not be removed by subsequent levels of evaluators. The portfolio under review, with additions, will be forwarded to the next level by the appropriate reviewing entity.
    5. Within fifteen (15) business days of receipt of a formal appeal with attached materials, the recipient of the appeal (i.e., the chair of the Committee; library director; or the Provost) shall review the case and provide a written response to the substantive appeal. Copies of this letter will be provided to all parties who were copied on the original appeal letter.
    6. Recommendations made by the Provost may be appealed to the President, whose decision is final.
  4. Appeals alleging unlawful discrimination in race, color, religion, age, national origin, gender, sexual orientation and disability should follow the specific procedures described in “Towson University policy 06-01.00 “Prohibiting Discrimination on the basis of Race, Color, Religion, Age, National Origin, Sex and Disability.”
  5. The President’s decision on permanent status or shall be final. The Provost’s decision on merit shall be final.

Appendix 3

Tenured and Tenure-Track Faculty Evaluations: Annual Review, Reappointment, Third-Year Review, Promotion, Tenure, and Comprehensive Five-Year Review

GENERAL PRECEPTS AND OVERVIEW
1. General information regarding the University System of Maryland (USM) policy on evaluation, promotion, tenure, and permanent status may be found in the Board of Regents II-1.00 Policy on Appointment, Rank, and Tenure of Faculty (“USM Policy II-1.00”) and the Towson University Policy on Appointment, Rank, and Tenure of Faculty (“TU ART Policy”).
2. This Appendix 3 to the TU ART Policy sets forth policies and processes pertaining to faculty annual review, reappointment, third-year review, promotion, tenure, and comprehensive five-year reviews (collectively “Reviews”). All faculty, programs, departments, and colleges shall abide by both the USM and the Towson University Annual Review, Reappointment, Third-Year Review, Promotion, Tenure, and Comprehensive Five-Year Review Calendar (the “PTR Calendar”). Except as otherwise stated herein, this Appendix does not govern the process for merit recommendations, which is set forth in the Fulltime Faculty Merit Process and Calendar of Merit Evaluation (the “Merit Procedures”)
3. All tenured and tenure-track faculty shall be evaluated annually according to the procedures and criteria described herein.
4. All deliberations pertaining to Reviews at all levels shall be confidential to the full extent allowed by law. The use of generative artificial intelligence tools in reviewing portfolios is prohibited.
5. All faculty shall annually complete the current version of the Annual Report (“AR”) and Annual Workload Plan (“AWP”) (as described in this Appendix 3) and include it in their evaluation portfolio as described herein by the date specified in the PTR Calendar, incorporated herein. Department chairs shall assist continuing faculty with the development and approval of the AWP. Such workload expectations shall be aligned with department, college, and University goals based on their respective missions and visions.
6. All department chairpersons shall:
  1. Complete the Chairperson’s Annual Report (“CAR”) and Chair Annual Workload Plan (“CAWP”) and include these in their evaluation portfolios as described herein.
  2. Each fall, ensure that the current Department Summary Recommendation form for each tenured and tenure-track faculty member holding a full-time contract and is completed by the department PTR chair and included in each faculty member’s Review portfolio.
  3. Comply with the PTR Calendar and share the requirements for Review portfolios with faculty members.
7. Voting for reappointment, tenure, promotion, and comprehensive five-year review by departments and colleges shall be by secret ballot. Ballots shall be signed by the voting member with their Towson University ID number and dated. The PTR chair shall tally the vote and place the secret ballots in a sealed envelope labeled with the name of the faculty member being evaluated, the department/college, the date, and the PTR chair’s signature. The PTR chair shall forward a signed and dated report of the voting results along with the committee’s recommendations to the next level of review. The secret ballots shall be forwarded by the PTR chair under separate cover to the college dean, to be preserved for a period of three (3) years. No PTR committee member shall abstain from a vote unless the Provost authorizes such abstention based on good cause, including an impermissible conflict of interest. Faculty who are absent may not vote by proxy and those on sabbatical may vote provided they have reviewed evaluation material and are present at the meeting.
8. The procedures and expectations for Review set forth in this Appendix may be amended from time to time.
CRITERIA FOR REVIEWS
1. General Principles
  1. The USM Board of Regents establishes the minimum requirements for appointment, promotion, and tenure, as stated in USM Policy II-1.00. The provisions of the USM policy supersede any conflicting provisions in Towson University policies.
  2. Tenure-track faculty members may request a one-year extension of time for tenure consideration based on personal or professional circumstances. Such a request shall include supporting documentation and be submitted in writing to the faculty member’s department chair and dean of the college, who shall make recommendations and subsequently forward the request to the Provost for final approval in their sole discretion. Any agreement to change the Mandatory Tenure-Review Year stated in the faculty member’s contract shall not be effective unless the faculty member’s contract is amended and signed by both the faculty member and the Provost. If the Mandatory Tenure-Review Year is extended under this provision and the faculty member is ultimately denied tenured status, then the faculty member will have the same rights to a terminal year as if the Mandatory Tenure-Review Year had not been extended. The following is a nonexclusive list of personal and professional circumstances that might support an extension request:
    1. The faculty member assumes primary or equal responsibility for the care of a newborn or newly adopted child;
    2. The faculty member or a family member suffers from a medical illness, disability, or injuries that interferes with their ability to meet professorial responsibilities; or
    3. The faculty member suffers substantial damage to their research, research facilities and/or other documentation that would adversely affect the tenure process, due to occurrences beyond their control (e.g., fire, riots, acts of God, acts of war or terrorism, earthquakes or other disasters).
  3. Tenure-track faculty who are appointed in mid-year normally will have their Mandatory Tenure-Review Year established without regard to their first partial Academic Year of employment.
  4. A tenure-track faculty member who wishes to pursue a unique full-time professional opportunity off-campus or a major special project for the University prior to mandatory tenure review may petition the Provost for an extension of the Mandatory Tenure-Review Year. The Provost shall have final authority to grant or deny such petition. Any agreement to change the Mandatory Tenure-Review Year stated in the faculty member’s contract shall not be effective unless the faculty member’s contract is amended and signed by both the faculty member and the Provost.
2. Standards and Expectations
  1. University Standards and Expectations
    1. A faculty member shall fulfill their workload agreement in the areas of teaching/advising, scholarship, and service, shall be available to students for consultation and advising during office hours, and shall meet all classes as scheduled.
    2. A faculty member shall be an effective teacher both in and out of the classroom.
    3. A faculty member shall be committed to a discipline or interdisciplinary specialty and shall be committed to continuing professional development and demonstration of scholarly growth.
    4. A faculty member shall abide by Board of Regents VII-8.05 Policy on Professional Conduct and Workplace Bullying (“USM Policy VII-8.05”), which stipulates that employees, including faculty, shall exhibit exemplary conduct and use honest effort in the performance of their duties and shall not intentionally engage in unwelcome, severe, or pervasive behavior that a reasonable person would find objectively malicious, degrading, intimidating, or threatening.
    5. A faculty member shall be committed to collegiality and academic citizenship. “Collegiality and academic citizenship” refers in part to the role and responsibility of faculty in shared decision-making through open and fair processes devised to provide timely advice and recommendations on matters that relate to curriculum, academic personnel, and the educational functions of the institution. The demonstration of high standards of humane, ethical, and professional behavior is fundamental to collegiality and academic citizenship. These concepts include mutual respect for similarities and differences on the basis of background, expertise, opinions, and assigned responsibilities. Collegiality does not imply agreement; a vibrant University community must include the capacity for respectful disagreement among faculty members and administrators.
    6. If, in the judgment of the faculty member’s department chairperson or supervisor, a deficiency in the faculty member’s professional conduct or performance exists that does not warrant dismissal or suspension, a sanction such as a formal warning or censure may be imposed in accordance with the process articulated in the Faculty Gradual Intervention Guidelines (“F-GIG”), provided that the faculty member is first afforded an opportunity to contest the action through the established faculty grievance procedure.
    7. A faculty member shall share the responsibility of University, college, and/or department governance.
    8. A faculty member must participate each year in the faculty evaluation process as described herein.
  2. College Standards, Expectations, and Processes
    1. Each college shall develop a Promotion, Tenure, and Review (“PTR”) document that adheres to University standards, criteria, and/or expectations pertaining to Reviews. Each college shall develop its own specific standards and expectations. These must be accompanied by clear criteria for evaluation and must not conflict with those established by the University. College PTR documents are routinely reviewed and must be approved by the University Promotion, Tenure, and Reappointment (“UPTR”) committee. The college PTR committee must formally respond to changes and/or recommendations resulting from the review by the UPTR committee and submit a clean copy by the due date specified by the UPTR committee for final UPTR committee approval.
    2. College PTR documents pertaining to standards, criteria, and/or expectations of evaluation shall be developed by the college PTR committee. Colleges shall develop policies for voting and ratifying college PTR documents that must be reviewed and approved by the college PTR and the UPTR committees. Such college-level policies shall specify that final approval of the college PTR documents shall be approved by a simple majority vote of the tenured/tenure track faculty of the college. Colleges may decide themselves whether such votes are conducted by secret ballot and whether the vote counts shall remain confidential. The college PTR document must be distributed to all tenured and tenure-track faculty in the college for input at least ten (10) business days prior to the college PTR committee vote on the documents.
    3. College PTR documents shall be submitted for review and approval to the UPTR committee in accordance with procedures and deadlines established by the UPTR committee.
    4. All policies at the college level shall remain in effect until changed according to the procedures described herein. Faculty members shall be evaluated for tenure pursuant to the college PTR standards and criteria in effect during the year they are first appointed to a tenure-track position at the University. Faculty members shall be evaluated for promotion pursuant to the college PTR standards and criteria in effect in the year of their last promotion or positive comprehensive five-year review whichever is more recent.
  3. Department/Program Standards, Expectations, and Processes
    1. Department chairpersons have overall responsibility for annual faculty workload assignment and review, academic program development, and course offerings for the academic area.
    2. Each department shall adhere to University and college standards, criteria, and/or expectations pertaining to Reviews. However, each department shall develop its own specific standards and expectations with clear criteria for evaluation, ensuring that they are not in conflict with those established by the University or the college. Departments shall develop policies for voting and ratifying department PTR documents that must be reviewed and approved by the college PTR and the UPTR committees.
    3. The department PTR committee shall formally respond to changes and/or recommendations resulting from the review by the college PTR committee and submit a revised copy to the college PTR committee and the dean of the college for approval prior to the due date specified by the UPTR committee.
    4. All policies at the department/program level shall remain in effect until changed according to the procedures described herein. Faculty members shall be evaluated for tenure pursuant to the departmental PTR standards and criteria in effect during the year they are first appointed to a tenure-track position at the University. Faculty members shall be evaluated for promotion pursuant to the department PTR standards and criteria in effect in the year of their last promotion or positive comprehensive five-year review, whichever is more recent.
3. Definition of Evaluation Categories
  1. General Principles
    1. The criteria for faculty evaluation recommendations at Towson University pertaining to Reviews are: (1) teaching effectiveness, including student advising; (2) research, scholarship, and creative activities (in appropriate areas); and (3) service to the community, profession, and University (including department, college, and University levels). The relative weight of these criteria shall be determined for each faculty member based on the AWP completed in consultation with, and with the approval of, the departmental chair.
    2. Chairs who are responsible for supervising faculty shall be evaluated in the additional category of leadership.
  2. Teaching/Advising Effectiveness
    1. Demonstration of teaching effectiveness may include, but is not limited to: the use of technology; development of new courses and programs (including those involving collaborative or interdisciplinary work and civic engagement); faculty exchanges and teaching abroad and away; off-site-learning; supervision of undergraduate and graduate research and thesis preparation; emphasis on pedagogy including the various learning outcomes defined in a specific curriculum; and assessment of student learning outcomes. Effective teaching also includes fulfilment of advising responsibilities.
    2. Evaluation Forms and Procedures for Evaluating Teaching Effectiveness: Using information presented in the evaluation portfolio, teaching effectiveness shall be evaluated based on the following: student evaluations, peer evaluations (as appropriate), self-evaluation, evaluation of student learning outcomes, and any evaluation by internal or external reviewers, as stipulated in college and/or department PTR policies.
      1. Evaluation of teaching by students
        A.) Student evaluations of instruction are a required part of the evaluation of faculty. Such an evaluation must be recognized for what it is: one kind of evaluation, to be considered alongside all other measures of teaching effectiveness.
        
        B) All faculty shall be evaluated for all assigned courses taught. This includes all on-load, off-load, on-line, traditional classroom, and hybrid courses taught during the Academic Year, minimester, and summer terms.
      2. Evaluation of teaching by peers
        A) Classroom/clinical visits are required when a faculty member is being considered for reappointment, third-year review, promotion, tenure, or comprehensive five-year review.
        
        B) Departments must develop discipline-specific criteria or guidelines for performing and reporting classroom/clinical observations. These should be included in the department PTR document submitted to the UPTR committee for approval.
        
        C) Advance notice of at least one (1) week of the peer observation shall be given to the faculty member.
      3. If a faculty member has consistent unsatisfactory student or peer evaluations of instruction, the department chairperson shall develop a remediation plan in consultation with the faculty member. This plan may include mentoring, additional classroom visitations, and/or instruction in teaching effectiveness. A plan shall be put in place regardless of the rank and/or tenure status of the faculty.
    3. A primary purpose of the faculty academic advisor is to assist students in the development of meaningful educational plans that are compatible with their professional goals. The faculty academic advisor shall guide students in refining educational goals and objectives, understanding available choices, and assessing the consequences of alternative courses of action.
  3. Scholarship
    1. Scholarship is widely interpreted and takes many forms, including the scholarship of Application, Discovery, Integration, Teaching and Learning, and/or Public Scholarship (as defined below). Regardless of type, each faculty member shall be reviewed in terms of continuing professional development and currency in their academic field of scholarship as affirmed by its community of scholars.
      
      Scholarship of Application: Applying knowledge to consequential problems, either internal or external to the University, and including aspects of creative work in the visual and performing arts.
      
      Scholarship of Discovery: Fundamental research or knowledge as an end in itself, including aspects of creative work in the visual and performing arts.
      
      Scholarship of Integration: Applying knowledge in ways that overcome the isolation and fragmentation of traditional disciplines.
      
      Scholarship of Teaching and Learning: Exploring the dynamic endeavor involving all the analogies, metaphors, and images that build bridges between the teacher’s understanding and the student’s learning.
      
      Public Scholarship: Engaging in scholarly or creative activity with a commitment to making change for the public good, which often includes collaborative work jointly planned and implemented, and with outcomes disseminated with community partners.
    2. Faculty shall be guided by the definitions of scholarship noted above and further articulated by their department and college on the basis of disciplinary/interdisciplinary intellectual interests.
  4. Service – University/Civic/Professional
    1. University Service: University service includes substantive participation in the shared governance activities of the department, college, and University and student organizations.
    2. Civic Service: Civic service includes participation in the larger community (local, regional, national or global) outside the University in ways that may or may not be directly related to one’s academic expertise, but in ways which advance the University’s mission.
    3. Professional Service: Professional service includes participation in professional organizations and other entities external to the University (local, regional, national, or global) in which one’s expertise is applied and which advances the University’s mission.
PROCESS AND PROCEDURES FOR REVIEW
1. Principles
  1. The University shall have faculty evaluation methods that are consistent with, and reflective of, the roles and responsibilities of faculty members. Methodologies should be clearly tied to the vision and mission of the University, college, and department. Department methods for evaluation shall specify the criteria and process for evaluating faculty roles of teaching, advising, scholarship, and service. These evaluation methods shall include review of the faculty member’s approved AWP.
  2. Recommendations shall be supported by referring to the faculty member’s performance in each of the categories considered. Each subsequent level of evaluation shall consider the recommendations of the preceding evaluator(s).
  3. A faculty member who is being considered for tenure prior to their Mandatory Tenure-Review Year and any faculty member who is being considered for promotion to full professor may withdraw from the evaluation process for promotion and/or tenure review at any time prior to submission to the Provost. A faculty member who is being considered for tenure during their Mandatory Tenure-Review Year may not withdraw from the evaluation process.
  4. The faculty member may choose to challenge the recommendation at any level of review through the rebuttal process articulated in this Appendix 3.
  5. All material placed in a faculty member’s evaluation portfolio, including challenge material, shall become a part of the cumulative expansion of the evaluation portfolio and shall not be removed by subsequent levels of evaluators, provided the material inclusion process has been adhered to with respect to notifying the faculty member.
2. Portfolio Requirements
  1. The faculty member is responsible for presenting material for Reviews. The faculty member is also responsible for maintaining a personal copy of all materials and information that they include in their portfolio.
  2. Guided by the chairperson and the department and college criteria, the faculty member shall have the responsibility of making distinctions between the various categories of teaching, advising, scholarship, and service and shall include such distinctions, as they deem appropriate in their narrative statements and other documentation relevant to each evaluation portfolio section.
  3. To ensure that all material and documentation used in making recommendations for all reviews contains appropriate information, all documentation shall be submitted in the form of an evaluation portfolio that addresses the professorial role, expectations of faculty in the University, and the faculty member’s college and department criteria. The type of review determines portfolio material and process. Evaluation portfolios shall be submitted as an electronic portfolio.
  4. Contents of the evaluation portfolio are determined by type of Review and minimally must include:^[1]
    
    [1] The Merit Procedures describe the materials that faculty must include in their dossier for their annual merit review.
    1. Portfolio materials for annual review of all faculty:
      1. Completed and signed (a) AR and AWP forms (for faculty) or (b) CAR or CAWP forms (for chairs);
      2. Current Curriculum vitae;
      3. Syllabi of courses taught during the year under review;
      4. Evaluation of teaching and advising, as appropriate, including student evaluations tabulated by an administrative entity other than the faculty member; and
      5. Documentation of scholarship and service.
    2. Portfolio materials for annual review of tenure-track faculty:
      1. All items listed above for the annual review of all faculty; and
      2. Peer and/or chairperson’s evaluation(s) of teaching signed by faculty member and evaluator.
    3. Portfolio materials for first-year tenure-track faculty:
      1. In collaboration with the department chair, first-year tenure-track faculty shall complete the Standards and Expectations for New Tenure-Track Faculty form (“SENTF”) (as described in this Appendix 3) and include it in their portfolio;
      2. The department chairperson shall append to the SENTF form the following materials:
        A) Board of Regents’ and Towson University’s criteria for annual review, reappointment, tenure, promotion, and comprehensive five-year review considerations;
        
        B) Standards and expectations of the University, college, and department; and
        
        C) Any expectations unique to the position;
      3. Peer and/or chairperson’s evaluations of teaching signed by the faculty member and evaluator for the fall semester of the first year; and
      4. Student evaluations of teaching for the fall semester of the first year.
    4. Portfolio materials for third-year review of faculty:
      1. Completed and signed (a) AR and AWP forms for the previous two (2) years;
      2. Current curriculum vitae;
      3. Syllabi of courses taught in the previous two (2) years and the fall semester of the third year;
      4. Peer and/or chairperson’s evaluations of teaching signed by faculty member and evaluator for the previous two (2) years and the fall semester of the third year;
      5. Student evaluations of teaching and advising for the previous two (2) years and the fall semester of the third year; and
      6. A narrative statement in which the faculty member describes how they have met and integrated teaching, advising, scholarship, and service expectations based on their workload plans for the period under review.
    5. Portfolio materials for full review of faculty for promotion and/or tenure:
      1. All items listed above for the annual review of all faculty and all items included in the portfolio from the faculty member’s date of hire or last promotion; and
      2. A narrative statement in which the faculty member describes how they have met and integrated teaching, advising, scholarship, and service expectations based on their workload agreements for the period under review.
    6. Portfolio materials for comprehensive five-year review of all tenured faculty:
      1. All items listed above for the annual review of all faculty for the five (5) years since successful application for tenure and promotion to associate professor or since the submission of the most recent five-year review as associate professor or professor;
      2. Peer evaluations of teaching for, at minimum, courses taught during the prior Academic Year; and
      3. A reflective comprehensive summary in which the faculty member analyzes the preceding five (5) years of their work in the areas of teaching, advising, scholarship, and service.
    7. Unless inconsistent with applicable law, if at any level confidential external reviews are solicited pursuant to departmental or college promotion and tenure policies, they will remain confidential and will not be made available to the faculty member at any point during or after the review. These external reviews will be stored separately and considered alongside the faculty member’s evaluation portfolio.
  5. During the evaluation process, the faculty member or their chairperson may add to the evaluation portfolio information related to work completed prior to the end of the Academic Year that only becomes available after the deadline stipulated in the PTR Calendar. This information shall relate specifically to the faculty member’s performance as presented by either the faculty member in their evaluation portfolio or in the chairperson’s evaluation of the faculty member’s performance. Information added by the faculty member to update the evaluation portfolio must be included by the date set forth in the PTR Calendar. The addition of such material and notification thereof shall not interfere with the time designated for review as described in the PTR Calendar.
  6. Evaluators shall identify with specificity the materials they have reviewed to inform their recommendations.
  7. Evaluators reviewing materials that have been added by the faculty member or administrators during the Review process shall note that they do so in their evaluation statements. As articulated in the Faculty Gradual Intervention Guidelines (“F-GIG”), Letters of Counseling and Letters of Concern, as defined in the F-GIG, shall not be included in evaluation materials and shall not be considered by evaluators, including the dean, Provost, and President. Letters of Formal Warning or Censure, as defined in the F-GIG, shall be included in evaluation portfolios after college PTR committee review of the portfolio and shall be included only in evaluation portfolios submitted to the dean, Provost, and President.
  8. Copies of the chairperson’s detailed report with recommendation are included in the evaluation portfolio as it proceeds through the process. The committee’s written report with recommendation shall provide a detailed rationale for the recommendation, as well as the vote count. All recommendation letters shall be added to the portfolio folder titled “Recommendation letters.”
  9. Any negative recommendations, at any stage of review, should be delivered to the faculty member by a secure file delivery service e-mail system. Appropriate previous-level reviewers, including the department chairperson, department PTR chairperson, and Dean, should be copied on the file delivery service submission.
3. Document Storage and Delivery
  1. The department chairperson and the college dean shall maintain an electronic copy of the evaluation portfolio materials in accordance with the University’s Records Management Policy 06-06.10.
  2. After the review process is completed, the faculty member shall regain access to their evaluation portfolio. External review letters shall remain confidential and will not be made available to the faculty member at any point before or after the review process.
4. Evaluation and Reappointment Procedures
  1. Reappointment of First-Year Faculty to Second Academic Year
    1. Following submission of a first-year faculty member’s evaluation portfolio by the deadline specified in the PTR Calendar, the department chairperson shall review the portfolio and meet with the faculty member to discuss the review.
    2. Unless written notice of non-reappointment is given to the first-year faculty member by March 1 of the first Academic Year of service, the faculty member’s appointment shall automatically renew for one (1) additional year of service, as stated in USM Policy II-1.00 Section I.C.3.
    3. If the chairperson recommends non-reappointment, the chairperson shall notify the faculty member and forward the faculty member’s evaluation portfolio to the department PTR committee and dean for their review.
    4. The department PTR committee shall review the first-year faculty member’s evaluation portfolio and forward its recommendation to the dean by the date stipulated in the PTR calendar.
    5. The dean shall review the evaluation portfolio and forward their recommendation to the faculty member and Provost by the date stipulated in the PTR calendar.
    6. If the dean recommends non-reappointment and the Provost accepts that recommendation, the faculty member shall be notified in writing not later than March 1 of their first Academic Year of service. Alternatively, the Provost may reappoint the faculty member for one (1) additional year to the second year of service.
  2. Reappointment of Second-Year Faculty to Third Academic Year
    1. All second-year faculty must be affirmatively reappointed to a third year of faculty service.
    2. Following submission of a second-year faculty member’s evaluation portfolio, the department PTR committee shall review the portfolio and make a recommendation to the department chairperson for reappointment or non-reappointment.
    3. The department chairperson shall review the recommendation of the department PTR committee and may prepare an independent recommendation for each second-year faculty member reviewed for reappointment. If the chairperson recommends reappointment, which may only be for one (1) year, the chairperson shall notify the faculty member, the dean, and the Provost of their decision to reappoint the faculty to a third year of service.
    4. If the chairperson recommends non-reappointment, the chairperson shall notify the faculty member and forward the faculty member’s evaluation portfolio to the dean. The dean shall then review the faculty member’s evaluation portfolio. If the dean disagrees with the department chairperson and recommends reappointment for one (1) year, they shall notify the faculty member and the Provost of their decision to reappoint the faculty to a third year of service.
    5. If the dean recommends non-reappointment and the Provost accepts that recommendation, the faculty member shall be notified in writing not later than December 15 of their second Academic Year of service. Alternatively, the Provost may reappoint the faculty member for one (1) additional year to a third year of service.
    6. The faculty member may rebut a non-reappointment recommendation to the next highest level in the evaluation process; however, there shall be no rebuttal of the Provost’s decision, which is final.
  3. Annual Reappointment of Faculty to Fourth through Sixth Academic Years
    1. The process of reappointment of faculty to the fourth, fifth, and sixth years of academic service shall be the same. Appointments to the fourth, fifth, and sixth years of academic service shall be for one (1)-year terms. Decisions to not reappoint a faculty member to a fourth, fifth, or sixth year of service must be completed and notice of non-reappointment must be provided to the faculty member by August 1 prior to the fourth or subsequent Academic Year of service (as applicable). Following notice of non-reappointment, faculty are entitled to one (1) terminal year of faculty service.
    2. The process of portfolio review and reappointment/non-reappointment for the fourth, fifth, and sixth Academic Years shall follow the process of portfolio review and reappointment of second-year faculty to a third Academic Year as articulated in this Appendix 3.
  4. Third-Year Progress Toward Tenure Review
    1. At the conclusion of the fall semester during a faculty member’s third year at Towson University, the department PTR committee shall conduct a third-year review of tenure-track candidates. The intent of the evaluation is to assess progress toward tenure and to advise and mentor the faculty member. This includes providing assistance where issues or shortcomings in the faculty member’s profile are identified, and encouragement where progress is deemed satisfactory or exemplary. Department PTR committee evaluations of a candidate’s interim progress will become part of the faculty member’s file at the department level and shared with the dean; however, they will not be forwarded to either the college PTR committee or the Provost. The timeline for the third-year review process is outlined in the PTR Calendar.
    2. The faculty member to be reviewed shall prepare an evaluation portfolio of activities for evaluation by the department’s PTR committee as outlined in this Appendix 3.
    3. The department PTR committee will evaluate the materials and prepare a clear, written statement of the third-year faculty member’s: progress toward tenure addressing teaching/advising; plan for and evidence of scholarly/creative activity; and service and other relevant criteria. This statement shall:
      1. Include an indication of whether or not the faculty member’s work to date is leading towards a positive tenure and promotion decision; and
      2. Provide guidance for the improvement of the evaluation portfolio in the event of a satisfactory or unsatisfactory rating.
    4. The following three-level scale is to serve as a general guideline for the third-year review:
      1. Superior progress. Requirements include excellence in teaching/advising, excellence in scholarship, and meeting department standards in service.
      2. Satisfactory progress. Requirements include progress towards excellence in teaching/advising and scholarly productivity, with satisfactory service as determined by the department. This ranking indicates that the department has determined that progress towards tenure is satisfactory, but improvements are needed.
      3. Not satisfactory progress. This evaluation requires change by the faculty across one or more dimensions. This means that continuance on this performance trajectory is unlikely to result in a favorable tenure decision.
    5. Feedback should be both in writing and in a face-to-face meeting with the department chairperson and the department PTR committee chair. The written report will be shared with the dean. The faculty member shall sign a statement indicating that they have read, but do not necessarily agree with, the evaluation.
    6. If a faculty member’s Mandatory Tenure-Review Year is prior to the sixth year of continuous, full-time service, a formal progress toward tenure review should be completed by the department PTR committee no later than the start of the candidate’s third year.
  5. Tenure and/or Promotion
    1. By the date set forth in the PTR Calendar of the Academic Year preceding the Academic Year in which a faculty member intends to submit material for promotion and/or tenure, the faculty member shall notify the department chair of their intention.
    2. By the date set forth in the PTR Calendar of the Academic Year preceding the Academic Year in which a faculty member is to undergo tenure or promotion, the department chairperson shall notify all members of the department PTR committee, the dean, and the Provost of the faculty member’s intention to apply for tenure and/or promotion.
    3. The department PTR committee, department chair, college PTR committee, dean, Provost, and President shall evaluate faculty for tenure and/or promotion.
    4. The Provost may ask the dean, the department chairperson, or the department and/or college PTR committee for additional information prior to making a final recommendation to the President. The faculty member shall be notified of any such request for additional information.
    5. Tenure may be granted only to faculty holding specific academic ranks, as stated in the USM Policy II-1.00 Section II.A.1, and is not applicable to academic administrative positions.
    6. Tenure review shall occur in the Mandatory Tenure-Review Year specified in the faculty member’s contract, unless otherwise agreed to in writing by the Provost and the faculty member. Typically, the Mandatory Tenure-Review Year will be the faculty member’s sixth year of continuous, full-time service, and assistant professors must receive a tenure review no later than during the sixth year of continuous full-time employment in those ranks. However, a faculty member may request review for tenure and promotion prior to the Mandatory Tenure-Review Year if they have demonstrated extraordinary performance in teaching/advising or scholarship or University/civic/professional services, validated at the national level, and satisfactory or better performance in other performance categories. A faculty member reviewed for tenure prior to the Mandatory Tenure-Review Year who is denied at the department or college level may withdraw their application for tenure before submission to the next level. The withdrawal must be set forth in a writing directed to the department PTR committee and department chair. The next tenure and promotion review will occur in the Mandatory Tenure-Review Year specified in the original faculty contract.
    7. To hire at the rank of associate or full professor with tenure, the tenured members of the department must vote by simple majority to affirm that appointment. The dean then recommends the appointment to the Provost. Application for tenure at rank requires documentation of rank and tenure at the previous institution. The President must approve any hire involving tenure.
    8. All recommendations regarding promotion and tenure shall be conveyed in writing to the faculty member, inclusive of any department chairperson’s statement and a record of the department PTR committee vote count by the date identified in the PTR Calendar. Negative recommendations shall be delivered to the faculty member by the secure file delivery service e-mail system.
    9. The awarding of tenure and/or promotion requires approval by the President.
    10. Tenure and/or promotion shall be effective on the date indicated in the official letter containing the President’s decision.
    11. A faculty member may request review for promotion to full professor no earlier than in their ninth (9th) year of full-time employment as a tenure-track and tenured faculty member.
  6. Comprehensive Five-Year Review (Post-tenure Review)
    1. All tenured faculty shall be reviewed at least once every five (5) years and summative for a period of the preceding five (5) Academic Years. The department PTR committee, department chair, dean, and Provost shall evaluate faculty for the comprehensive five-year review.
    2. A faculty member who has submitted formal notice of retirement during the fourth or fifth year of their comprehensive five-year review cycle with an intention to retire at the end of that cycle may be exempted from the comprehensive five-year review process at the discretion of the Provost.
    3. A negative comprehensive five-year review shall be followed by the development of a written professional development plan to remediate the faculty member’s failure to meet minimum expectations as noted in the comprehensive five-year review. The plan shall set forth clear, objective, and measurable improvement expectations and timelines. This written plan shall be developed by the faculty member and approved by the chairperson and the dean by the date set forth in the PTR Calendar of the Academic Year in which the negative review occurred. The faculty member, chair, and dean shall sign the plan. A faculty member’s signature on the plan shall constitute acknowledgement of the plan and shall not be interpreted to constitute agreement with any findings of deficiency.
    4. The professional development plan shall be implemented in the fall semester following approval of the plan. The faculty member shall provide a progress report on the professional development plan alongside evaluation materials submitted to the department chairperson for annual review. Evidence of improvement must be clearly discernible in evaluation portfolio materials. Lack of evidence of discernible improvement may result in a formal warning or censure and must be communicated in writing to the faculty member. A negative annual review determination by the department chairperson must be automatically reviewed by the department PTR committee. The faculty member must be afforded an opportunity to contest the action through the established faculty grievance procedure.
    5. Two (2) consecutive annual reviews indicating that the faculty member has not met minimum expectations as determined by the department PTR committee shall occasion an immediate comprehensive five-year review, which shall be in addition to those otherwise required by policy.
    6. Chairpersons, as faculty members, are included in the comprehensive five-year review process.
    7. Faculty members with joint appointments are to be reviewed according to the schedule of their “home” department.
    8. When a faculty member’s review for promotion to full professor occurs in the same year as a comprehensive five-year review, the five-year review shall be waived upon a successful promotion vote, and the five-year review “clock” shall re-set. Upon a negative promotion vote, the PTR committee(s) shall complete a five-year review using the same portfolio materials provided for promotion review.
COMMITTEE STRUCTURE, POLICIES, AND PROCEDURES
1. University Promotion, Tenure, and Reappointment Committee
  1. As a standing committee of the Academic Senate, the composition and responsibilities of the UPTR committee are referenced in the Constitution and By-Laws of the University Senate.
  2. The UPTR committee shall be composed of eight (8) tenured faculty members, one (1) member elected from each of the degree-granting colleges, one (1) appointed by the University Senate, a Provost designee (ex officio without voting privileges) who will serve three-year terms, and one (1) Council of Chairs representative. UPTR committee members shall not serve concurrently on their college PTR committee.
  3. By the date set forth in the PTR Calendar, the committee shall hold a meeting for the purpose of electing, by simple majority vote, a chairperson, who shall notify the Member-at-Large of the Executive Committee of the Academic Senate of the names of the committee members and the chairperson.
  4. A quorum shall be a simple majority of the voting members.
  5. Duties and Procedures of the UPTR:
    1. Oversee the system of faculty evaluations by establishing the PTR Calendar and University standards and guidelines for faculty evaluation;
    2. Develop and recommend to the Academic Senate policies, procedures, and standards relating to all aspects of faculty evaluation, including promotion/tenure, reappointment, merit, comprehensive five-year review, and third-year review;
    3. Review the rebuttal of a faculty member who has alleged a procedural error in cases of denial of promotion, tenure, reappointment, or comprehensive five-year review. This review shall be limited to the alleged procedural deficiencies against the applicable procedures. Upon conclusion of this review, the UPTR committee shall transmit to the Provost an opinion as to whether a procedural deficiency occurred, with copies forwarded to the faculty member, the chair, dean, and departmental and college PTR committees;
    4. Receive all PTR procedure documents from departments and colleges if such documents have been revised either substantively and/or editorially;
    5. Receive all PTR procedure documents from departments and colleges for cyclic six-year review and notify the department chair and dean if documents are not received;
    6. Approve department and college PTR procedures including evaluative procedures and all exceptions from University-wide procedural standards;
    7. For any PTR procedure documents that are not in compliance with University guidelines and standards, notify the chairs of the appropriate department and college PTR committees, the department chair, the dean, and the Provost at end of the Academic Year; and
    8. Submit an annual report to the Academic Senate by the date stipulated in the Senate by-laws.
2. College PTR Committees
  1. The college PTR committee shall consist of at least one (1) representative from each department elected at large by the college’s tenured, tenure-track, and clinical faculty. The maximum number of members of tenured and clinical faculty on the committee will be defined within each college PTR policy document. Clinical faculty at the associate or full professor rank may be elected to the committee to participate in the discussion and vote on clinical faculty promotion cases. These elections are concluded no later than the date set forth in the PTR Calendar. Members of the committee will serve for a term of three (3) years but for no more than two (2) consecutive terms. These three-year terms will be staggered to ensure some continuity from year to year. Eligible members shall include tenured and clinical faculty at the rank of either associate or full professor. Department chairpersons are not eligible to serve on college PTR committees.
  2. If a department does not have any faculty eligible to serve on the college PTR committee, an exception to the policy may be made and approved by the dean and the UPTR committee.
  3. The dean shall not serve as a member of the college PTR committee and may not be present during committee deliberations unless invited by the committee chairperson to answer specific questions.
  4. College PTR committee members who are presenting themselves for promotion shall not serve during the year in which any decision relative to their review is undertaken.
  5. Any potential conflicts of interest affecting college PTR committee members shall be considered and resolved by the committee on a case-by-case basis.
  6. In the event of vacancies on the college PTR committee, the college electorate shall choose a replacement before the college PTR committee begins its work.
  7. Each college shall review its PTR document at least every six (6) years and submit evidence of such review to the dean of the college and the UPTR committee. This requirement permits – but does not mandate – colleges to review their PTR documents more frequently than every six (6) years if they deem it necessary.
3. Department PTR Committees
  1. All tenured faculty of the department, and only tenured faculty, shall serve as members of the department’s tenure committee. This committee is responsible for tenure recommendations and third-year review. The tenure committee may or may not be the same as the PTR committee(s).
  2. Eligible members of the department PTR committee(s) shall be determined by the standards specified in the department’s document as approved by the college PTR committee, the dean, and the UPTR committee. The department Promotion and Review (“PR”) committee(s) shall make recommendations concerning reappointment, promotions, and comprehensive five-year review. The department Promotion and Review committee may or may not be the same as the tenure committee. Only tenured faculty members will vote in the committee(s) for promotion to associate professor or to professor.
  3. The department chairperson shall not serve as a voting member of the department PTR committees. Each department shall develop guidelines for the chairperson’s participation in department PTR committee deliberations.
  4. In order that at least three (3) tenured faculty opinions be considered in promotion and tenure recommendations, departments with fewer than three (3) tenured faculty members shall supplement the committee with tenured faculty members from other departments within the college or from the appropriate department if the faculty member being reviewed has a joint appointment, including a joint appointment between colleges. The additional tenured faculty members shall be selected from a list of at least three (3) faculty members recommended by the faculty member under review. The faculty member shall submit the list of recommended faculty members by the date set forth in the PTR Calendar. The department chairperson, in consultation with the dean, will select the additional faculty member(s) to be added to the committee by the date set forth in the PTR Calendar. Decisions on outside committee members do not need college committee approval.
  5. Each department shall review its PTR document at least every six (6) years and submit evidence of such review to the dean of the college and the UPTR committee. This requirement permits – but does not mandate – departments to review their PTR documents more frequently than every six (6) years if they deem it necessary.
REBUTTALS AND NEGATIVE RECOMMENDATIONS
1. Negative Recommendations:
  Negative recommendations at any level regarding Reviews shall be delivered in writing in person or sent via a secure file delivery service e-mail system according to the due dates indicated in the PTR Calendar. Reviewers are also responsible for placement of their recommendation in the candidate’s portfolio.
2. Rebuttals
  1. All rebuttals shall be made in writing.
  2. There are three (3) types of rebuttals:
    1. To contest perceived errors in judgment by the department and/or college PTR committees, the department chairperson, the dean, and/or the Provost with regard to evaluation of the faculty member’s performance, the faculty member may submit a written rebuttal. Rebuttals regarding alleged errors in judgment shall be included in the evaluation portfolio that is sent to all reviewers at levels subsequent to that of the reviewer(s) who committed the alleged error in judgment.
      1. For negative reappointment recommendations, the rebuttal letter, including any clarifying documentation, must be submitted within fourteen (14) calendar days of receipt of the recommendation.
      2. For negative tenure, promotion, and comprehensive review recommendations, the rebuttal letter, including any clarifying documentation, must be submitted within twenty one (21) calendar days of receipt of the recommendation.
      3. Materials not referenced in the original portfolio may be included in the rebuttal only if they refute statements in the contested recommendation.
      4. The candidate’s rebuttal letter shall be directed to the next review authority and placed alongside the recommendation in the candidate’s portfolio. The next review level shall make no recommendation on the candidate’s application until receiving the rebuttal or until the allowed time has elapsed.
      5. The candidate’s rebuttal shall become part of the candidate’s portfolio for review by each subsequent level of the review process.
    2. Procedural rebuttals related to alleged errors in the procedures followed in the review, recommendation, and notification process, and shall follow the procedures below.
      1. Procedural rebuttals shall be directed to the UPTR committee.
      2. The rebuttal must be in writing, clearly stating the alleged procedural error(s). The rebuttal shall be accompanied by supporting documents and should be delivered by certified mail, a secure file delivery service, or in person to the UPTR committee, copying the respective dean and the Provost, within fourteen (14) calendar days of the faculty member having been notified of the negative recommendation.
      3. Within fourteen (14) calendar days of receipt of a formal rebuttal based on alleged procedural error, the UPTR committee shall review the case and provide a written opinion on the validity of the arguments to be included in the faculty member’s evaluation portfolio, with copies to the faculty member, department chair, dean, and department and college PTR committees.
      4. The UPTR’s opinion letter shall be directed to the next review authority and placed alongside the recommendation and rebuttal in the candidate’s portfolio. The next review level shall make no recommendation on the candidate’s application until receiving the UPTR opinion letter or until the allowed time for UPTR submission has elapsed.
      5. The UPTR opinion level shall become part of the candidate’s portfolio for review by each succeeding level of the review process.
    3. Rebuttals alleging unlawful discrimination shall follow the specific procedures described in Towson University 06-01.00 Policy Prohibiting Discrimination.
  3. The President’s decision on promotion, tenure, and post-tenure five-year reviews shall be final. For all other Reviews and related decisions, the decision of the Provost shall be final.

Reappointment, Promotion, Tenure and Five-Year Comprehensive Review of Tenured and Tenure-Track Faculty Faculty Review Actions By Year and Calendar

Faculty Review Action By Year

Faculty in Year 1
- Reappointment to Year 2
- Any non-reappointment notification conveyed by Mar 1
Faculty in Year 2
- Reappointment to Year 3
- Any non-reappointment notification conveyed by Dec 15
Faculty in Year 3
- Third Year Review
- Reappointment to Year 4
- Any non-reappointment notification conveyed by Aug 1
Faculty in Year 4
- Reappointment to Year 5
- Any non-reappointment notification conveyed by Aug 1
Faculty in Year 5
- Reappointment to Year 6
- Any non-reappointment notification conveyed by Aug 1
Faculty in Year 6
- Mandatory Review for Tenure/Promotion to Associate Professor
Faculty in Year 11
- Promotion to Full Professor Review (where applicable, comprehensive five-year review may be waived upon successful promotion vote)
Faculty in Year 11 and every five years thereafter.
- Mandatory Comprehensive Five-Year Review
- In addition, all faculty shall be reviewed annually for merit
Calendar

The First Friday in May
- Department and college PTRM committees finalized.
May 31
- Annual review portfolios due (used for merit review of all faculty).
June

Third Friday in June
- Faculty members submit evaluation portfolios to department chairperson for review for reappointment (all tenure-track faculty except those in year 1), promotion, tenure, and comprehensive five-year review.
- If necessary, faculty submit to department chairperson a list of at least three (3) additional faculty members to be included on department tenure/promotion committee.
- Faculty members with negative 5-year comprehensive review obtain final approval from department chairperson and dean of written professional development plan.
August 1^st (USM mandated)
- Tenure-track faculty entering third or later Academic Year of service notified in writing of non-reappointment to subsequent Academic Year of service. Faculty notified of non-reappointment shall remain on the faculty for the duration of the Academic Year that begins the August in which faculty member is notified of non-reappointment.
September

First Friday
- Department chairperson approves list of additional faculty members to be considered for inclusion in department tenure and/promotion committee.
Second Friday
- UPTR committee chairperson notifies Senate Executive Committee of UPTR committee membership.
Third Friday
- Eligible faculty notify department chairperson of intent to submit materials for promotion and/or tenure in the following Academic Year.
- Final date for faculty to update tenure and/or promotion portfolio for work completed before June 1
- First year faculty members finalize Statement of Standards and Expectations for New Tenure-Track Faculty (SENTF) with department chairperson.
- As applicable, college PTR committee approves faculty members to be added to department PTR committees.
Fourth Friday
- Deans notify Provost of faculty members who have intention to be reviewed for promotion and/or tenure in the following Academic Year.
October

Second Friday
- Department PTR committee chairperson submits to department chairperson and faculty members under review recommendation and vote counts for reappointment (faculty in years 2-5), promotion, tenure, or comprehensive five-year review and adds recommendations to evaluation portfolios.
- As applicable, college PTR chairperson submits to UPTR committee chairperson revisions to College PTR document.
November

First Friday
- Department chairperson submits to dean and faculty members under review recommendation for reappointment (faculty members in years 2-5).
Second Friday
- Department chairperson submits to dean and faculty members under review recommendation for promotion, tenure, or comprehensive five-year review and adds recommendations to evaluation portfolios.
- Department chairperson forwards to dean’s office, evaluation portfolios for all faculty members under review for promotion, tenure, and comprehensive five-year review, along with recommendations of department chairperson and department PTR committee.
November 30
- Dean’s office verifies inclusion of all submitted documentation for tenure, promotion and five-year comprehensive review.
- If applicable, dean submits reappointment recommendation to Provost and faculty member for faculty members in years 2-5 who were not recommended for reappointment by department PTR committee.
December

First Friday
- As applicable, department PTR committee chairperson submits revisions of department PTR documents to college PTR committee chairperson.
December 15 (USM-mandated)
- If applicable, Provost notifies tenure-track faculty members in second academic year of service of non-reappointment to third academic year. Faculty notified of non-reappointment shall remain on the faculty through the conclusion of the spring semester following the notification.
January

First Monday
- First-year tenure-track faculty members submit to department chairperson evaluation portfolios for reappointment to second academic year.
First Friday
- College PTR committee chairperson submits to dean and faculty members under review recommendations for tenure and/or promotion along with vote counts and adds recommendations to evaluation portfolios.
Second Monday
- Departmentchairperson submits recommendations for reappointment or non-reappointment of first-year faculty members and notifies dean.
- If applicable, department chairperson also forwards any recommendations for non-reappointment of first-year faculty members to department PTR committee chairperson.
Third Friday
- Third-year faculty members submit evaluation portfolio for third-year review to department chairperson.
Fourth Tuesday
- If applicable, department PTR committee chairperson submits reappointment recommendation to dean and faculty member pertaining to first-year faculty members not recommended for reappointment by department chairperson.
February

First Friday
- Dean submits recommendations for promotion, tenure and comprehensive five-year review to the faculty members and adds recommendations to evaluation portfolios.
- Dean’s office grants access to Provost ‘s office of evaluation portfolios for promotion, tenure, and comprehensive five-year review.
Second Wednesday
- If applicable, dean submits reappointment recommendation to Provost and faculty member pertaining to first-year faculty members who were not recommended for reappointment by department PTR committee.
Second Friday
- Department documents concerning promotion and tenure (with an approval form signed by all current faculty members) submitted to the University PTR committee.
March

March 1
- If applicable, Provost notifies first-year faculty members of non-reappointment to second year. Faculty members thus notified remain on the faculty for the duration of the spring semester in which they receive the notification.
First Friday
- Department chairperson and Department PTR committee chairperson provide third-year faculty members with written and face-to-face feedback on performance toward tenure following third-year review.
Third Friday
- Provost’s recommendation letters for promotion and tenure, and decision letters for comprehensive five-year review conveyed to faculty members, department chairpersons, department and college PTR committee chairpersons, and deans.
April

Fourth Friday
- President’s decision letter for promotion and tenure conveyed to faculty members, department chairpersons, department and college PTR committee chairpersons, and deans

Related Forms

Librarian Annual Performance Evaluation

Annual Review, Reappointment, Third-Year Review, Merit, Promotion, Tenure, and Comprehensive Review – Annual Review (AR)

Annual Review, Reappointment, Third-Year Review, Merit, Promotion, Tenure, and Comprehensive Review – Chairperson’s Annual Review (CAR)

Statement of Standards and Expectations for New Tenuretrack Faculty (SENTF)

Towson University Department Summary Recommendation (DSR)

How to Request the Policy PDF

This online version of the policy may include updated links and names of departments. To request a PDF of the original, signed version of this policy, email the Office of the General Counsel, generalcounsel AT_TOWSON.

02-01.00 – Policy on Appointment, Rank and Tenure of Faculty

Policy Statement:

Reason for Policy:

Definitions:

Responsible Executive and Office:

Entities Affected by this Policy:

Procedures:

Appendix 1

General Note on Definitions

Appendix 1-A

Appendix 2

Overview of Librarian Evaluation, Promotion, and Permanent Status

Evaluation Criteria

Process and Procedures for Evaluation, Promotion, and Permanent Status

Promotion and Permanent Status Review Committee Structure, Policies, and Procedures

Appeals and Negative Recommendations

Appendix 3

How to Request the Policy PDF