ARTICLE XIV

XIV.  FACULTY RECORD FILE

  1. A Record File shall be maintained for each faculty member in the office of the Academic Vice President or the office of the appropriate Academic Officer.

  2. The following are the procedures fore creating and maintaining a Faculty Record File. Each faculty record file shall consist of a Summary Folder plus one additional folder for each rank that the faculty member has held while at Union County College, and a Current Rank Folder, in which material to be considered for promotion to the next higher rank is to be placed.

    1. Summary Folder
      A new Summary Folder shall be established whenever a faculty member promoted to a new academic rank. It shall contain a listing of all major accomplishments before the latest promotion, such as degrees earned (with dates), positions held (with duration), honors awarded, etc., all with item number references to previous volumes where the actual documentation and back-up material shall remain as originally entered.
      After a promotion all material contained in the Summary Folder shall be placed in the rank folder containing the activities while in the rank from which the faculty member was just promoted.

    2. Folder of Current Rank
      Each faculty member shall establish a new volume (Current Rank Folder) upon being promoted. This folder shall contain its own item listing (sign-in sheet) and reflect the accomplishments since the last promotion which would presumably form the basis for consideration for the next promotion.

  3. The following is the type and nature of the material and its appropriateness within each of the categories as specified in Article XIII (Professional Evaluation), Part B and Part C, Section 2, of this Agreement. The items in 1, 2, 3, and 4 below are merely listings of suggested activities within each category; the relevance and degree of requirement vary with each professional rank as spelled out in Article XIII (Professional Evaluation) of the Agreement.

    1. Evidence of teaching excellence:

      1. Objective summary of student evaluations using an instrument agreed upon by the Vice President of Academic Affairs and an appropriate faculty committee. The summary shall be of all classes taught during the previous academic year by the faculty member, if possible.

      2. Peer evaluations.

      3. Other appropriate evidence.

    2. Evidence of service to the College

      1. Records of committee work (including A.A.U.P. Chapter work)

      2. Records of course and/or program development.

      3. Other appropriate evidence.

    3. Evidence of contributions to the community:

      1. Lectures or consultation to community groups.

      2. Membership on or leadership positions in community advisory group(s).

      3. Other appropriate evidence.

    4. Evidence of professional development:

      1. Successful completion of graduate courses in one’s academic discipline or related field.

      2. Evidence of the attainment of an additional graduate degree in one’s academic discipline or related field.

      3. Evidence of active participation in educational and/or professional societies.

      4. Honor or award received from an educational or professional society, since the last reappointment or promotion.

      5. A visiting professorship at another postsecondary institution.

      6. Evidence of professional consultation.

      7. Evidence of publications or other creative work (music, paintings, etc.).

      8. Recognition by a national group, society, or organization.

      9. Courses taken to gain or maintain licensure or professional standing or to gain additional professional skills in one’s academic discipline or in a related area.

      10. Other appropriate evidence of scholarly, academic or professional attainments or activities appropriate to the faculty member’s academic or professional area.

  4. The following procedures are to be used in accordance with the provisions of Article XIII (Professional Evaluation), Part C. Section 3.

    1. Student evaluations

      1. Student evaluation forms shall be distributed to students in a class by a person, other than the faculty member to be evaluated, approved by the Department Chairperson or Coordinator. When the evaluations are completed, that person shall collect them and bring them to the Department Chairperson’s office. The forms will be forwarded by the Department Chairperson to the Computer Center for tabulation. Once the evaluations are tabulated, the forms and the summary of the tabulations shall be forwarded to the Department Chairperson. The Department Chairperson shall then sign, date, and give the forms and summary to the evaluated faculty member for placement in his/her record file, together with whatever comments the faculty member wishes to make about any aspect of the student evaluation summaries.

      2. All student evaluations shall be conducted between the tenth (10th) and sixteenth (16th) week of the academic semester, except in the case of a first (1st) or second (2nd) year faculty member, in which case the evaluations shall be conducted by the tenth (10th) week of the academic semester. In those courses that do not follow a 16-week semester, the evaluation shall be conducted in the last one third (1/3) of the course.

    2. Peer evaluations

      1. Peer evaluations shall be conducted by a faculty member from the candidate’s department, chosen by the faculty member with the approval of the chairperson. The faculty member to be evaluated and the faculty member to do the evaluation shall agree upon a time for the evaluation. Within one week of the evaluation, the evaluator shall submit a written report to the faculty member evaluated and the Department Chairperson. If the faculty member evaluated wishes, s/he may append a written response to the report before placing it in his/her record file.

      2. It is recommended that at least one peer evaluation be done each year for tenured faculty and two per year for those who have not attained tenure.

  5. The Academic Vice President or his or her designee shall place in the faculty member’s Record File all appropriate evaluation material as defined in Article XIII (Professional Evaluation), Part C, of this Agreement by September 10 in the case of a faculty member to be considered for promotion or reappointment in the 2nd or 5th year or by October 10 in the case of a faculty member in the 1st, 3rd, or 4th year who is to be considered only for reappointment. A faculty member shall place in his or her Record File all appropriate evaluation material as defined in Article XIII (Professional Evaluation), Part C, of this Agreement at least three (3) days prior to the date of his or her departmental evaluation, at which time the Record File shall be closed.

  6. Upon written notice to the Academic Vice President or his or her designee of at least three (3) class days specifying the date and time, a faculty member shall have the right to review all material in his or her Record File. The Academic Vice President or his or designee may be present. The faculty member shall initial and write the date of initialing on all documents in the Record File solely to indicate that s/he has seen the documents. A faculty member shall have the right to attach comments and/or a rebuttal statement to material placed in his or her Record File. A faculty member shall have the right to have material placed in his or her Record File. A faculty member shall have the right to have material in his or her Record File reproduced for his or her own use, for which s/he shall be charged ten cents per copy. All material in the Record File of a faculty member shall be confidential and shall not be subject to publication.

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