Guideline UL-ACG01 Periodic Extended Reviews for Tenured Faculty (Formerly UL-HRG01)

Contents:

 

Purpose:

To provide the University Libraries' implementation guidelines for the five-year extended review of tenured faculty under AC-40.  The goal of the extended review is to promote further professional development of a tenured faculty as well as provide an in-depth evaluation of their accomplishments, future goals, and progress toward those goals.

Extended reviews are performed by the appropriate tenured Academic Administrator. Penn State HR-06 defines Academic Administrators as “an individual who has an administrative role in a major academic function at the University and who generally holds an academic appointment or is qualified to hold one. These individuals report to a Dean, Chancellor, or the direct report of a Dean or Chancellor.” In the case of an untenured Academic Administrator, the next highest tenured Academic Administrator above or within parallel rank in the organizational structure assumes the responsibility for the extended review.

 

Guidelines:

The University Libraries' will conduct extended review of tenured faculty according to the following guidelines:

  1. All tenured faculty will be evaluated with an extended review every fifth year after gaining tenure, their most recent promotion, or after the last extended review. A promotion review will be considered an extended review, as will other periodic reviews, e.g., AD-14. Exceptions to this schedule for individual faculty members require approval by the Dean. Faculty members who have expressed an intent to retire within one year, and have documented that intention with the Dean, will not be reviewed. Faculty members on sabbatical who are scheduled for an extended review during the sabbatical period will not be reviewed that year. The extended review will be scheduled for the following year.

    Note: All provisional faculty are reviewed per AC-23, Promotion and Tenure Procedures and Regulations. All non-tenure line faculty receive an annual performance evaluation.
     
  2. Renewal of the appointment of a Distinguished Librarian is dependent upon the Distinguished Librarian continuing the same high level of performance evident at the time of initial appointment. Continuation of the designation is subject to this review process.
     
  3. Extended reviews will occur at the beginning of the sixth academic year after tenure during the regular faculty performance review cycle and will be conducted by the appropriate tenured Academic Administrator.
     
  4. The faculty member undergoing an extended review will be notified of their upcoming review at least six months in advance of the submission deadline in order to have adequate time to prepare the documentation.
     
  5. The extended review will cover a period of five years rather than just the one year typically covered by the annual review. The supervisor who normally conducts annual reviews for that faculty member may assist them in assembling the extended review materials. The extended review will take the place of the annual review for the year in which it occurs.
     
  6. The extended review will be based on a narrative statement, dossier, copies of the past annual review letters written by the supervising administrator for the evaluation period, and proposed goals and work plan for the purposes of the next annual review. The narrative statement should outline the faculty member’s short- and long-term goals for professional development and describe past accomplishments and future objectives specific to those goals. The narrative may also describe additional accomplishments not apparent in the dossier. The narrative will not exceed three pages in length. The work plan and goals for the coming year are established in consultation between the faculty member and their direct supervisor . Accomplishments, work plans, and goals are categorized by the four areas of Scholarship: Librarianship, Teaching, Research and Creative Accomplishments, and Service (per AC-21 and AC-23 guidelines). No letters of reference or other supporting documents will be included. This information will be forwarded to the appropriate tenured Academic Administrator for their review.
     
  7. The tenured Academic Administrator reviews the documentation; consults with the supervisor (if needed); consults with and receives input from the relevant Associate Dean, if appropriate; and meets with the faculty member to discuss their performance over the review period. The tenured Academic Administrator writes a letter summarizing the result of the extended review and assigns a rating. If, in the case of an untenured Academic Administrator, the next highest tenured Academic Administrator above or within parallel rank in the organizational structure is conducting the review, they would also consult with the immediate supervisor regarding the rating. The letter and recommended rating are shared with the appropriate Associate Dean for feedback and approval. A copy of the final letter, including the rating, is provided to the faculty member, the direct supervisor, and is placed in the employee’s personnel file.
     
  8. In the event that improvements in performance are necessary, the faculty member and their direct supervisor will work on an appropriate response and appropriate revisions to the workplan and goals, the implementation of which will be monitored by the direct supervisor. Subsequent annual performance reviews will address progress or continuing need for development.
     
  9. If a faculty member disagrees with the results of the extended review, they may request a special review and/or write a letter of response for inclusion in the personnel file.

 

Procedures and Timetable:

Please note that the periodic extended reviews follow the timeline for annual faculty performance reviews, available on the Intranet.

 

Cross References:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

Guideline UL-HRG19 - Distinguished Librarians

AC-21 - Definition of Academic Ranks
AC-23 - Promotion and Tenure Procedures and Regulations
AC-40 - Evaluation of Faculty Performance

Effective Date: Fall 2010
Date Approved: April 28, 2010 (Libraries' Faculty Organization)
Date Approved: May 17, 2010 (Dean)

 

Revision History (and effective dates):

  • March 2026 - Revised to reflect the implementation of Academic Administrators as P&T Department Heads.
  • March 2023 - Revised to reflect legislation passed by the Library Faculty Organization reflecting the updated role of the Department Head/Campus Head Librarian in the extended review process.  This revision becomes effective July 1, 2023.
  • February 2018 - Categorization changed from UL-HRG to UL-ACG to reflect new PSU Academic Policy classification
  • October 2016 – Revised to reflect the current review cycle timeline already in effect
  • July 2013 – Revised to reflect administrative re-organization of 2011.
  • April 28, 2010 – Revised guidelines; Clarifies ambiguities regarding the Dean's role, the supervisor's role, and the relationship between the annual review of performance during the fifth year and the extended review over five years.  Timetable revised to improve its relationship in practical terms with the deans' timetables for second-year, fourth-year, and sixth-year tenure reviews as well as annual performance evaluations of all faculty and staff.
  • October 22, 2008 – Revised guidelines
  • August 2007 – Editorial
  • December 6, 2000 – Revised guidelines
  • May 31, 1999 – New guidelines

 

Last Review Date:   July 2013