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4.13 Tenure Appointments

4.13 Tenure Appointments

Tenure is a means of ensuring academic freedom and of providing sufficient security to make the academic profession attractive to men and women of ability and dedication. The College will offer renewal of a tenured faculty member's appointment until the faculty member retires, subject to other provisions of the Ithaca College Policy Manual and state and federal statutes. Along with the rights conferred, a tenured faculty member has duties to the College and its students as described in the Ithaca College Policy Manual and other College documents as listed above.

Because tenure is a long-term obligation on the part of the College, it is not conferred automatically. Both the qualifications of the individual faculty member and the long-range curricular and staffing needs of the College will be considered carefully in the decision to grant tenure. The tenure decision is not made solely on the basis of past accomplishments, but also requires an informed judgment as to the likelihood that the candidate will continue to be an excellent teacher, to engage in significant scholarly/professional activity, and to provide valuable service to the College.

Tenured faculty may be terminated for cause or due to extraordinary circumstances occasioned by financial exigencies in the institution or changes in educational programs. (See sections 4.7 and 4.9 of Volume IV of the Ithaca College Policy Manual.)

4.13.1 Promotion Policies and Procedures

4.13.1.1 Criteria for Promotion and Tenure

At the College the only criteria for tenure and promotion are those stated in the Ithaca College Policy Manual. Primary among these is teaching excellence. Another important criterion is a record of scholarly/professional attainment. A third criterion is service to the institution.

Attainment of the appropriate terminal degree or its professional equivalent is necessary but not sufficient for either tenure or promotion. For appointments to certain professional, technical, and artistic fields, commensurate preparation for appointment to a given rank may be recognized. Any additional exceptions to these criteria must be set forth in the letter of appointment and agreed to by the faculty member, planning unit, dean, provost & senior vice president for academic affairs, and the president. In addition to the qualifications of the individual faculty member, reappointment and tenure are subject to the long-range curricular and staffing needs of the College as specified in the previously approved staffing plans.

A candidate for tenure is expected to fulfill the criteria specified for promotion to associate professor. A candidate for tenure who was appointed at the rank of professor is expected to fulfill the criteria for promotion to professor. A tenure-eligible notice faculty member holding the rank of assistant or associate professor normally is not promoted prior to the tenure review. However, faculty who have held non-tenure-eligible notice appointments in a school at Ithaca College, and who currently hold a tenure-eligible notice appointment (without interruption) are eligible for promotion under the same rules which would have applied had they continued in non-tenure-eligible notice appointments.

4.13.1.2 Procedures for Tenure and/or Promotion

An initial review will be conducted by the planning unit unless the approved school procedures call for an initial review by a school committee. If the initial review is conducted by the planning unit, a supplementary review will be conducted by a school committee provided that such is established in the approved procedures. Each candidate's application for tenure and/or promotion will be reviewed by a committee or committees in accordance with approved procedures.

Tenure and/or promotion shall be granted only to faculty who have fulfilled all the prescribed requirements and whose credentials have been duly reviewed by the faculty of the planning unit (where appropriate), the chair (where appropriate), as well as the dean, the All-College Faculty Tenure and Promotion Committee, the provost & senior vice president for academic affairs, and the president. The president presents all recommendations, including the president's own, to the Ithaca College Board of Trustees. Additional information regarding tenure is set forth in section 4.9.3 of Volume IV of the Ithaca College Policy Manual.

4.13.1.3 Confidentiality in Tenure and/or Promotion Reviews

See section 4.12.5.

4.13.1.4 Preparing for the Tenure and/or Promotion Review

The responsibility for requesting consideration for tenure and/or promotion and for preparing the review file rests initially with the faculty member. In order to be considered for tenure, the faculty member must make a formal request to the dean on or before the date stipulated in the school and department personnel policies unless the tenure-eligible period was changed by mutual agreement, as described in section 4.9.2.1. In order to be considered for promotion, the faculty member must make a formal request to the dean in accordance with the time frame established in the school and department personnel policies.

In preparing and presenting a personnel file for formal review, a candidate for tenure and/or promotion and the candidate's colleagues must follow the College's Procedures for File Preparation and Presentation.  Copies of this document are available in the offices of the provost & senior vice president for academic affairsand the deans and at https://www.ithaca.edu/policies/vol4/docs/procedures_for_file_prep.pdf.  Individual variations from the procedures are only permitted when approved by the school, department, planning unit, dean, and provost & senior vice president for academic affairs. If the faculty member departs significantly from the procedures, any committee or individual in the review process may refuse to consider the file until it complies with the procedures.

4.13.1.5 Procedures for the Tenure and/or Promotion Review

a.  The responsibility for evaluating a faculty member's teaching, scholarly and/or professional activity, and service falls initially to planning unit and/or school colleagues of the faculty member. In certain cases, it may be appropriate for the initial personnel committee, chair, and dean to seek expert opinion from outside the College to explain the significance of certain accomplishments, but such must be done in consultation with the candidate and according to approved planning unit or school procedures.

b.  A planning unit or school personnel committee evaluates the performance of a candidate for tenure and/or promotion and makes recommendations (through the planning unit when appropriate) to the dean. Before taking formal action, the personnel committee (and the planning unit when appropriate) will offer to meet with the faculty member.

c.  The chair who makes a separate and independent recommendation of the faculty member participates in planning unit or school tenure and promotion committees in accordance with planning unit or school guidelines respectively. A chair making recommendations must include substantive as well as procedural judgments in the chair's recommendations to the school's personnel committee, where appropriate, and to the dean. The dean must not communicate the dean's judgment on tenure and/or promotion to the personnel committee until the committee submits its recommendation. The dean must include substantive as well as procedural judgment in the dean's recommendation to the provost & senior vice president for academic affairs and the All-College Faculty Tenure and Promotion Committee.

d.  Before making a recommendation, the dean must give the faculty member an opportunity to express orally or in writing the faculty member's views concerning the aforementioned recommendations.

e.  When the dean is satisfied that the evaluations have been thoroughly conducted and that the recommendations are soundly based, the dean forwards the file, with the dean's recommendation with justifications, to the All-College Faculty Tenure and Promotion Committee and the provost & senior vice president for academic affairs. If the dean is not satisfied that an evaluation has been thoroughly conducted and that the recommendation is soundly based, the dean returns the recommendation with suggestions to the personnel committee or chair from which it originated. If, after thorough consideration, the personnel committee or chair does not accept the dean's suggestions, the dean forwards the recommendations the dean has received, along with the dean's recommendation with justifications, to the All-College Faculty Tenure and Promotion Committee and to the provost & VPEA.

f.  The dean provides the faculty member with written copies of all recommendations being forwarded to the All-College Faculty Tenure and Promotion Committee and the provost & VPEA. The faculty member may choose to submit additional documentation for clarification purposes only. Notification of intent to submit additional material must be received by the provost & senior vice president for academic affairs within two business days of the faculty member's receipt of the dean's recommendation; the additional information must be submitted within the time period determined by the provost & senior vice president for academic affairs in consultation with the faculty member. The planning unit/school personnel review committee, chair (as appropriate), and dean must be given a chance to comment on such additional information before the provost and the All-College Faculty Tenure and Promotion Committee consider it in rendering their final decision on the issues of tenure and/or promotion.

g.  The All-College Faculty Tenure and Promotion Committee makes a recommendation on tenure and/or promotion following the procedures in section 4.13.2.

h.  After receiving the recommendation of the All-College Faculty Tenure and Promotion Committee, the provost & senior vice president for academic affairs makes a recommendation. The provost & senior vice president for academic affairs must notify the candidate of this recommendation allowing sufficient time for the candidate to appeal a negative recommendation to the Faculty Personnel Appeals Committee before the provost forwards all recommendations to the president.

i.  The provost & senior vice president for academic affairs forwards all recommendations to the president.

j.  The president presents all recommendations, including the president's own, to the Ithaca College Board of Trustees. A formal resolution, adopted by the Ithaca College Board of Trustees, is required for the conferral of tenure and/or promotion. A candidate for tenure and/or promotion is notified of the board's action within two weeks after the board meeting at which the faculty member's candidacy is considered.

k.  Tenure is granted in the faculty member's planning unit. If approved staffing plan changes (see section 4.9.8) result in the transfer of a tenured faculty member from one planning unit to another, tenure will be transferred to the faculty member's new planning unit.

l.  At any time in the promotion process prior to the recommendation by the All-College Faculty Tenure and Promotion Committee, the candidate may withdraw the request for promotion without prejudice. If a candidate withdraws the request for promotion after the recommendation by the All-College Faculty Tenure and Promotion Committee or provost & senior vice president for academic affairs, or if promotion is denied, then the candidate may not request consideration for promotion in the next academic year.

m.  Full-time administrators holding faculty rank shall be eligible to be considered for promotion only if a majority of faculty of that individual's planning unit has agreed by secret ballot to such consideration. The criteria for promotion are the same as for any other faculty member.

4.13.1.6 Date of Tenure and/or Promotion

Tenure and/or promotion become effective on the first day of the contract for the next academic year.

4.13.2 All-College Faculty Tenure and Promotion Committee

4.13.2.1 Membership

Seven tenured associate or full professors, including at least one member from each school and at least two members from Humanities and Sciences.

The new members of the committee are appointed by the president from a list of candidates selected and reviewed in the following manner. In the School of Humanities and Sciences the faculty of the school shall elect four candidates if there are no continuing members of the committee from the school, three candidates if there is one continuing member from the school, two candidates if there are two continuing members from the school, and one candidate if there are three continuing members from the school. In each of the other schools the faculty of the school shall elect two candidates if there are no continuing members from the school and one candidate if there is one or more continuing members from the school.

Once this pool of candidates is elected by the faculties of each of the schools, the provost & senior vice president for academic affairs and the Executive Committee of Faculty Council (with any non-tenured members replaced by tenured council members chosen at large) review the list and recommend the appropriate number of candidates to the president for appointment. If there are no candidates from a school or if the elected candidate(s) could not, for some reason, carry out the prescribed duties, then the provost and the Executive Committee work with the dean and the faculty of the school to try to ensure that the school is appropriately represented in the pool. Should the president believe that a candidate is unacceptable, the president discusses the reasons with the provost and the Executive Committee.

The review and recommendation by the provost & senior vice president for academic affairs and the Executive Committee strives to achieve among the members of the committee a mix of academic and governance experience, time at the College, and disciplinary perspective, and strives to reflect the demographic diversity of the faculty. In electing candidates the faculty should bear in mind that the committee has large and important tasks, which must be performed thoroughly, punctually, and confidentially.

The provost & senior vice president for academic affairs convenes the committee, provides logistical support and may meet with the committee upon invitation. The committee elects its own chairperson.

4.13.2.2 Term of Office

As revised by the Ithaca College Board of Trustees 5/14/2005 and 10/07/09.

Members serve for three-year terms staggered so that two or three members are selected each year. In the case of a resignation, sabbatical, or leave of absence, a replacement is selected as described above (on a one-year basis for a sabbatical or leave of absence).

Following their three-year term of regular service on the committee, members become part of a pool from which they may be selected to serve as alternates in the case of recusal of a regular member of the committee. If the recused member is from the candidate’s school or division, the member of the pool from the same school or division as the recused member will be chosen. The pool member chosen in this manner serves only for those candidates for whom a recusal has been made. The replacement committee member is chosen by the chair of the Tenure and Promotion Committee. If the committee sees repeated cases where the problem has not been solved, the Faculty Handbook Amendment Committee will be alerted.

4.13.2.3 Committee Duties

  1. The committee reviews the file of each candidate for tenure and/or promotion and makes recommendations as described below.
    1. The committee is responsible for thoroughly reviewing the documentation submitted by the candidate, department/planning unit and/or school personnel committee(s), department chair, and dean regarding a recommendation on tenure and/or promotion.
    2. The committee determines:
      1. Whether recommendations have been processed in accordance with the published personnel policy standards and procedures of the College, school, division, planning unit, or department concerned; and
      2. Whether the recommendations are fully supported by appropriate documentation.
    3. The committee evaluates the recommendations.
    4. The committee uses the following procedures:
      1. The committee deliberations are held in strict confidence.
      2. From the time a faculty member and the committee receive a copy of the dean's recommendation on tenure and/or promotion, the faculty member and the members of the All-College Faculty Tenure and Promotion Committee have three (3) working days respectively to allege that some member(s) of the All-College Faculty Tenure and Promotion Committee is unable to reach an impartial decision. (A member of the committee may also raise concerns about the member's own ability to be impartial.) Such allegations should be made to the provost & senior vice president for academic affairs and Executive Committee of Faculty Council. If such an allegation is made, the provost and Executive Committee of Faculty Council consult the person making the allegation, and they determine as quickly as possible what role, if any, the challenged member(s) should have in the case.
      3. The committee may not deliberate without a quorum of five members.
      4. The committee takes a preliminary vote immediately following the review and discussion of each candidate. The committee may reconsider its preliminary vote on a candidate at any time during its deliberations.
      5. If any portion of a candidate's file needs clarification, the committee invites to meet with it any member of the faculty, including the candidate, and/or any member of the administration who may provide clarification.
      6. As approved by the Ithaca College Board of Trustees 5/20/2011.

        In the event that the committee's preliminary recommendation differs from any of the decisions at the previous levels (chair, department/planning unit and/or school tenure and promotion committee(s), or dean), then a representative from each of them is invited to discuss the recommendation with the committee. A written notification of this discussion is made jointly by the committee and the representative(s) to the candidate and the provost & senior vice president for academic affairs.

      7. The committee first takes a vote and then prepares a written report to the provost & senior vice president for academic affairs which summarizes the committee's discussion, recommendation, and numerical count of the vote on the candidate. If the decisions at previous levels were not in agreement, then the committee's report must explain why it agreed with the decision it supports. If the decisions at previous levels were in agreement, but the committee disagrees with these decisions, then the committee must provide its justification for the recommendation. A copy of this report will be delivered to the candidate.
    5. The following are available to all faculty in the Office of the Provost and Senior Vice President for Academic Affairs and all deans' offices:
      1. The school and All-College Faculty Tenure and Promotion Committee time table.
      2. Internal procedures of the All-College Faculty Tenure and Promotion Committee.
    6. The provost & senior vice president for academic affairs may refer to the All-College Faculty Tenure and Promotion Committee any departmental or school personnel standards and procedures for the committee's advice on their fairness and appropriateness across the College. In conducting such a review the committee shall consult with the faculty and the dean of the appropriate unit.

4.13.2.4 Authority to Which the Committee is Responsible

The All-College Faculty Tenure and Promotion Committee is responsible to the provost & senior vice president for academic affairs.

4.13.3 Faculty Personnel Appeals Committee

As revised by the Ithaca College Board of Trustees 2/16/2006.

The Faculty Personnel Appeals Committee is established to conduct reviews of a candidate's concerns with the tenure and/or promotion process. (See section 4.13.3.3.)

4.13.3.1 Membership

One professor or associate professor is elected by the faculty of each of the respective schools of Ithaca College. Tenured librarians and faculty members of the Center for Teacher Education and the Gerontology Institute may run for and vote for the seat assigned to the School of Humanities and Sciences.

The committee shall elect its own chairperson.

4.13.3.2 Terms of Office

Members shall serve for staggered two-year terms. (If at any time more than three members are elected, then by lot three of these shall be chosen to have two-year terms and the rest shall have one-year terms.)

4.13.3.3 Committee Duties

This Committee is responsible for:

  1. Insuring that any candidate's concerns with the candidate's tenure or promotion review process are addressed;
     
  2. Insuring adherence to the procedure for these reviews;
     
  3. Correcting immediately any violations of procedure before continuing further with the review process.


4.13.3.4 Procedures

  1. Appeals may be made, on procedural grounds only, after a recommendation at any level. It should be noted that the appropriate process includes full and responsible consideration of the candidate's file. This consideration should include the appropriate use of published departmental criteria in the evaluation of the candidate's file by the recommending person, committee, or group. Judgments concerning the quality of candidates are the responsibility of other persons, committees, or groups, not of the appeals committee.
  2. Appeals must be in writing and timely.
    1. The candidate must make written notice of intent to appeal to the Faculty Personnel Appeals Committee (hereafter the FPAC) within three (3) working days (College business days) of receipt of the recommendation being appealed.
    2. The candidate must file a formal written appeal with the FPAC within ten (10) working days (College business days) of receipt of the recommendation being appealed.
    3. Any procedural aspects of previous recommendations that are wholly or partially a cause for a subsequent negative recommendation, can be appealed at the time of the negative recommendation, if the previous recommendation had not been appealed.
    4. The candidate will send a copy of both the notice of intent to appeal and the formal written appeal to all persons and/or groups that have taken part in the review process.
  3. The appeals process is designed to protect the candidate and the College from an improper review. The FPAC will review procedural appeals that in its judgment may result in an improper review process. Applications for appeal based on incidental or insignificant violations of procedure may be ruled ineligible by the FPAC. Applications for appeal must state specifically the alleged procedural violation(s) upon which the request for appeal is based.
  4. A faculty member filing an appeal may at that time object for cause to the participation of a member of the FPAC. In the event of such an objection, the faculty member should submit the appeal to the Office the Provost and Senior Vice President for Academic Affairs instead of the FPAC. The chair of the Grievance Committee, in consultation with the provost, will decide within two working days whether to remove the member from participation in the appeal. This decision will be made before the FPAC receives the appeal.
  5. The FPAC will decide on the eligibility of an appeal within three (3) working days (College business days) from the receipt of the formal written appeal. The FPAC will notify the appellant in writing of its decision to the recommending person, committee, or group. The communication will include an explanation of each negative decision. To continue the appeals process, the FPAC need find only one charge of procedural violation eligible.
  6. The FPAC has a maximum of ten (10) working days (College business days) to investigate and report on the alleged procedural violations, once such alleged violations have been found eligible for review.
    1. The faculty member's tenure or promotion file will be made available to the FPAC upon its request.
    2. The FPAC will meet jointly and attempt mediation and fact finding with the candidate and the recommending person, committee, or group. This requirement does not preclude separate meetings with each of the parties.
  7. The FPAC will reach one of the following two decisions. The FPAC will communicate its decision to the candidate and the recommending person, committee, or group and to all preceding recommending persons, committees, or groups, as well as to the provost & senior vice president for academic affairs.
    1. The review process was in order, the resultant recommendation was procedurally valid, and the review process should continue.
    2. The review process was not in order and the resultant recommendation was not procedurally valid.
      1. If the FPAC determined the review process was not in order and the resultant recommendation was not procedurally valid, the FPAC will include in its written report a determination as to which part(s) of the review process must be done over, modified, or completed to reach a valid recommendation.7 In such a case the report and the application for appeal will also be sent to the appropriate administrator.8 If the administrator objects to the remedy to correct the procedural violation, the administrator shall meet with the FPAC and shall strive to reach a mutually acceptable remedy. If a mutually acceptable remedy cannot be found, the chair of the FPAC and the administrator shall meet with the provost & senior vice president for academic affairs (or the president if the administrator is the provost) to attempt to reach a mutually acceptable remedy. If none can be found, the provost (president) will make a determination as to which part(s) of the review process must be done over, modified, or completed to reach a valid recommendation.
      2. If a case requires further review by the recommending person, committee, or group in order to reach a procedurally valid recommendation, the FPAC may require adherence to reasonable deadlines for completion of the additional review.
      3. The administrator will communicate the final disposition of the appeal(s) to the members of the FPAC.
  8. Annually, the chair of the FPAC will report to the provost & senior vice president for academic affairs and to the chair of Faculty Council any recommendations for changes in tenure and promotion policies or procedures that the committee deems necessary.

4.13.3.5 Authority to Which the Committee is Responsible

The FPAC reports to the provost & senior vice president for academic affairs.

7 A modification of the review process may include reconstituting a committee if the FPAC determines the process has been so tainted as to be biased.

8 If the appeal is against a recommendation by the provost & senior vice president for academic affairs, the appropriate administrator is the president. If the appeal is against the recommendation by the dean or an all-College review committee, the appropriate administrator is the provost. If the appeal is against the recommendation of a department's chairperson or a school or department committee, the appropriate administrator is the dean of the relevant school.

Last Updated: May 20, 2011