Procedure & Deadlines for Contract Reappointment Evaluation

Deadline

 Task Responsible Party

By Mar 1

Notification of Faculty

Faculty Affairs emails notice of upcoming Contract Reappointment Evaluation to the candidate and the Office of the Dean. Faculty Affairs will initiate a contract reappointment evaluation case in Interfolio Rank, Promotion, & Tenure (RPT) and send the candidate an email with a link to his/her contract reappointment evaluation case.

Faculty Affairs

By Sep 1

Contract Reappointment Evaluation Packet Due to Faculty Affairs

The candidate uploads their Contract Reappointment Evaluation Dossier materials to Interfolio RPT.

Candidates should refer to Packet Requirements for Contract Reappointment Evaluation for guidance on required materials.

Candidate

By Sep 2

Office of the Dean Submits the Peer Review Committee Roster

The Dean’s Office uploads the Peer Review Committee Roster for each candidate to Interfolio RPT.

 Faculty Affairs will send the Interfolio RPT link and guidance materials to the Peer Review Committee upon receipt of the Peer Review Committee Roster.

Office of the Dean

Sep 2 - Nov 22

External Reviewers Selected, Contacted, and Reviews Submitted

Note: This is a suggested date range to complete the external review process. The Dean’s Office is free to set its own deadlines to ensure the external review letters are submitted so that they are available for the Dean’s review prior to writing the evaluation and meeting with the Candidate.

External Reviews are required for 5-year and 10-year contracts. High School Academic Faculty are exempt.

At least one approved reviewer will be from the External Reviewer Nomination form submitted by the Candidate. The second candidate is selected jointly by the Dean and the Candidate, and may or may not be drawn from the submitted list. It is the Dean’s discretion to select the final reviewer from the submitted list, or an external reviewer of his/her own choosing.

Using the Request for External Review Letter for Contract Reappointment Evaluation email template, the Dean emails the approved External Reviewers asking if they will participate. These emails should be sent from the dean’s UNCSA email address and should be retained until the evaluation process has concluded.

If the External Reviewer accepts the request, the Dean will send a formal request for external review using the Instructions for Confirmed External Reviewers for Contract Reappointment Evaluation email template via Interfolio RPT. The instructions include a link to the External Reviewer Evaluation for Contract Reappointment Evaluation form.

The External Reviewer will be given access in Interfolio RPT to the following materials from the Candidate’s packet:

  • Self-Evaluation
  • CV
  • Student Course Evaluations
  • Syllabi
  • Annual Evaluations
  • Supplemental Support

External Reviewers upload the External Reviewer Evaluation for Contract Reappointment Evaluation form to Interfolio RPT.

See “External Review Guidelines for Candidates & Deans for Contract Reappointment Evaluation” and “External Reviews FAQ” for more information on policy and procedure.

Candidate, Office of the Dean, External Reviewers

By Oct 28

Peer Review Committee Evaluation & Recommendation Due

Peer Review Committee Chair uploads the Peer Review Committee Evaluation & Recommendation for Contract Reappointment Evaluation to Interfolio RPT and moves the case forward to the next review step.

Peer Review Committee Chair

Within 7 Calendar Days of Faculty Affairs Sharing Evaluation 

Candidate’s Optional Response to the Dean Regarding the Peer Review Committee Evaluation Due

Faculty Affairs will send a copy of the Peer Review Committee’s evaluation to the Candidate via Interfolio RPT. The Candidate may elect to submit an optional response to the Dean regarding the Peer Review Committee's evaluation. Responses must be uploaded to Interfolio RPT within seven calendar days from the date Faculty Affairs shares the evaluation with the Candidate.

Candidate

By Nov 22

Dean Meets with Peer Review Committee

The Dean meets with the Peer Review Committee to discuss its evaluation of the candidate.

Office of the Dean & Peer Review Committee
By Dec 6

Dean Meets with Candidate to Discuss Contract Reappointment Evaluation

Candidate’s Contract Reappointment Evaluation, including External Review letters, the Peer Review Committee Evaluation & Recommendation and the Dean’s Evaluation & Recommendation, are reviewed and discussed with the Candidate.

The Office of the Dean prints copies of the External Review letters, the Peer Review Committee Evaluation & Recommendation and the Dean's Evaluation & Recommendation and gives them to the Candidate during this meeting.

Candidate signs the Acknowledgement Statement for Contract Reappointment Evaluation acknowledging discussing the evaluation with the Dean and receiving the aforementioned documents.

Office of the Dean & Candidate
By Dec 13

Dean’s Evaluation & Recommendation, Final List of External Reviewers & Acknowledgement Statement Due  

The Office of the Dean uploads the following documents to Interfolio RPT and then sends the case forward for Provost review:

  • Dean’s Evaluation & Recommendation for Contract Reappointment Evaluation
  • Final List of External Reviewers for Contract Reappointment Evaluation
  • Acknowledgement Statement for Contract Reappointment Evaluation signed by the Candidate
Office of the Dean

Within 7 Calendar Days of Faculty Affairs Sharing Response Upload Link

Candidate’s Optional Response to the Provost Regarding the Dean’s Evaluation Due

The Candidate may elect to submit an optional response to the Provost regarding the Dean’s Evaluation. Faculty Affairs will send you the Interfolio RPT link by which to submit the response after the Dean’s Office uploads the Dean’s Evaluation and the signed Acknowledgement Statement confirming the Dean has met with you to discuss the evaluation. Responses must be uploaded within seven calendar days from the date Faculty Affairs shares the upload link with you.

Candidate

Jan 15 & 22

Faculty Reappointment Advisory Committee Meetings (as necessary)

The Provost must convene the Faculty Reappointment Advisory Committee in cases of a negative recommendation from the Dean or the Peer Review Committee.

Provost/Faculty Affairs

By Feb 1

Provost’s Decision on Contract Reappointment Due to Candidate

The Provost provides a written decision to reappoint or not reappoint to the Candidate and Dean.

Faculty Affairs emails the Provost’s decision to the Candidate with a cc to the Office of the Dean.

Provost/Faculty Affairs