Procedure & Deadlines for Contract Reappointment Evaluation

Deadline

 Task Responsible Party

By April 1

Notification of Faculty

Faculty Affairs emails notice of upcoming Contract Reappointment Evaluation to the candidate and the Office of the Dean. At a later date, 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.

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

Faculty Affairs

By Sept 15

External Reviewer Nomination Form Due*

The candidate uploads the External Reviewer Nomination Form for Contract Reappointment Evaluation to Interfolio RPT for Dean review.

Reference the External Review Guidelines for Candidates & Deans for Contract Reappointment Evaluation and External Reviews FAQ for details regarding policy and procedure.

Candidate

By Oct 1

Contract Reappointment Evaluation Packet Due to Faculty Affairs

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

The candidate will retain access to the packet so that they may view it but will not be able to add to, delete from or in any other way modify the dossier once it is submitted.

Candidate

By Oct 15

Peer Review Committee Membership Finalized

The candidate’s Peer Review Committee is finalized.

Peer Review Committees consist of three candidates holding at least a second 3-year contract elected by the standing faculty of the school/division.

Faculty applying for rank promotion or undergoing Contract Reappointment Evaluation or Mid 10-Year Review are not eligible for committee membership.

Office of the Dean

By Oct 15

External Reviewers Approved*

The Dean will work with the candidate to select a minimum of three external reviewers from whom reviews will be solicited.

At least one approved reviewer will be from the External Reviewer Nomination Form for Contract Reappointment Evaluation submitted by the candidate. The second candidate will be 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.

If the list does not provide a sufficient number of approved reviewers, the candidate and the Dean will add additional names until a sufficient number of external reviewers are approved.

Reference the External Review Guidelines for Candidates & Deans for Contract Reappointment Evaluation and External Reviews FAQ for details regarding policy and procedure.

Candidate & Dean

By Oct 20

Request for an External Review Letters Sent to Potential External Reviewers*

Using the Request for External Review Template for Contract Reappointment Evaluation, the Dean contacts 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 Instructions for Confirmed External Reviewers for Contract Reappointment Evaluation 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

Office of the Dean

By Oct 20

Office of the Dean Submits Peer Review Committee Roster

The Dean’s Office uploads the Peer Review Committee Roster for Contract Reappointment Evaluation 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

By Dec 15

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 for Dean review.

Faculty Affairs will send a copy of the Peer Review Committee's evaluation to the candidate.

Peer Review Committee Chair

By Dec 15

External Review Letters Due to Dean

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

External Reviewers

 By Jan 10

Candidate’s Optional Response to Peer Review Committee Evaluation Due

The candidate may elect to submit a response, including additional supplemental materials, to the Peer Review Committee Evaluation for Dean consideration. This is optional. Responses should be uploaded to Interfolio RPT.

 Candidate

By Jan 15

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 Feb 10

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 Feb 15

Dean’s Evaluation & Recommendation, External Review Documents & Acknowledgement Statement Due  

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

  1. Dean’s Evaluation & Recommendation for Contract Reappointment Evaluation
  2. Final List of External Reviewers for Contract Reappointment Evaluation
  3. Acknowledgement Statement for Contract Reappointment Evaluation signed by the candidate

Office of the Dean

 By March 1

Candidate’s Optional Response to Dean’s Evaluation Due

The candidate may elect to submit a response, including additional supplemental materials, to the Dean’s Evaluation for Provost consideration. This is optional.  Responses should be uploaded to Interfolio RPT.

 Candidate

By April 1

Deadline to Convene Faculty Reappointment Advisory Committee

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 May 3

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)

*Applies to 5-Year and 10-Year Contract Reappointments only.  Salary-scale faculty are exempt.