Role in Academic Review Process

Department Chairs/School Deans initiate the appointments, reappointments, merit advancements, appraisals, promotions, and non-reappointments, after appropriate consultation with members of the faculty.  The chair/dean has an obligation to consider the interests of both the candidate and the University, and to see to it that the departmental/school review is fair to the candidate and rigorous in maintaining University standards. They are responsible for ensuring faculty members are aware of the criteria for advancement in accordance with campus policies and procedures.  Throughout the process, the chair/dean should be helpful in responding to the candidate’s questions. 

Duties of the Department Chair/School Dean can be found in PPM 230-1 located here.  

Department Chairs/School Deans are expected to recuse themselves from participating in the preparation of the review file of any close collaborator.  The Vice Chair/ Associate Dean or another independent senior faculty member should oversee the process and prepare the departmental/school recommendation letter. 

Adherence to campus deadlines is essential.  Department Chairs/School Deans should establish a reasonable deadline for the submission of materials by candidates of their academic review materials.  The deadline cannot be after the VCHS AA or campus deadlines.  Current campus deadlines can be found here. 

If referee letters are required, the Department Chair/School Dean shall solicit letters of evaluation of the candidate from qualified persons, including a reasonable number of persons nominated by the candidate. The Committee on Academic Personnel (CAP) has helpful guidelines for selecting external referees here.  

Before the departmental/school recommendation is determined, the chair shall provide the candidate the opportunity to inspect all documents in the personnel review file other than confidential academic review records and shall provide to the candidate, upon request, a redacted copy of the confidential academic review records in the file.  

The Chair/Dean has the responsibility of making the complete Review File available for inspection by the voting members of the department/school before the departmental/school vote is taken. Copies of the files or portions thereof should not be distributed to members of the faculty.  Department Chairs/School Deans are responsible for ensuring compliance with the approved departmental/school voting guidelines. 

The Chair/Dean initiates a personnel action for an appointment, promotion, merit advancement, appraisal, reappointment, non-reappointment, or terminal appointment by addressing a letter setting forth the departmental/school recommendation to the approval authority. 

The departmental/school letter should include: 

• The appointee’s performance in each area should be evaluated in terms of the department or school’s established performance norms and expectations, using established departmental/school evaluation methods. 
• Report the nature and extent of consultation on the matter within the department/school (including any vote taken) and present any significant evidence and differences of opinion which would support a contrary opinion. 
• Justify the recommended rank, step and salary based on the criteria specified for the series, including justification for an off-scale salary, if applicable. 
• Include verification that a complete file was presented for voting members’ consideration. 
• Provide information about the nature and extent of consultation on the matter within the department/school, including the results of any vote taken and the reasons (if known) for any negative votes. 
• Include a statement regarding referee’s recommendations, ensuring individuals who have provided confidential letters of evaluation are not identified in the departmental/school letter except by code. 
• Include a statement from the chair/dean regarding any conflicts of interest.