Guideline UL-HRG01 Periodic Extended Reviews for Tenured Faculty

Main Policy Content

To provide the University Libraries' implementation guidelines for the five-year extended review of tenured faculty under HR-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.

Guidelines:

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

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 next year.
Note: All provisional faculty are reviewed per HR-23, Promotion and Tenure Procedures and Regulations. All non-tenure track faculty receive an annual performance evaluation.
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.
Extended reviews will be conducted by the appropriate Associate Dean or Director during the regular faculty performance review cycle, which will occur at the beginning of the sixth year after tenure.
The faculty member undergoing an extended review will be notified at least six months in advance of the submission deadline in order to have adequate time to prepare the documentation.
The extended review will cover the period of five years rather than just the one usually covered by the annual review. The supervisor who normally conducts annual reviews for that faculty member may assist the faculty member in assembling the extended review material.
The extended review will be based on a narrative statement, curriculum vitae or dossier, copies of the past annual review letters 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 CV. 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 the supervisor. Accomplishments, work plans, and goals are categorized by the four areas of Scholarship: Librarianship, Teaching, Research and Creative Accomplishments, and Service (per HR-21 and HR-23 guidelines). No letters of reference or other supporting documents will be included. This information will be forwarded to the appropriate Associate Dean or Director for their review.
The supervisor will meet with the faculty member to discuss their annual performance during the fifth year and will provide input to the Associate Dean or Director on the faculty member’s performance in the most recent year.
The Associate Dean or Director will conduct the extended review. The Associate Dean or Director reviews the documentation; consults with the direct supervisor and/or campus administrators, as appropriate; consults with and receives input from the Dean; and meets with the faculty member to discuss their performance over the review period. The Associate Dean or Director writes a letter summarizing the result of the extended review and assigns a salary rating in consultation with the direct supervisor. The letter and recommended rating are shared with the Dean for feedback and approval. A copy of the final letter, including the salary rating, is provided to the faculty member, the supervisor, and to the employee’s personnel file.
In the event that improvements in performance are necessary, the faculty member and his/her supervisor will work on an appropriate response and appropriate revisions to the workplan and goals, the implementation of which will be monitored by the appropriate Associate Dean or Director and the direct supervisor. Subsequent annual performance reviews will address progress or continuing need for development.
If a faculty member disagrees with the results of the extended review, he/she may request a special review and/or write a letter of response for inclusion in the personnel file.

Procedures and Timetable:

March – University Libraries’ Dean’s Office notifies faculty members who will have an extended review at the end of the current year.

March through November 15 – Faculty member works with their immediate supervisor to prepare extended review documentation. Supervisor meets with faculty member during October or November about the faculty member's performance during the current (fifth) year, and to develop their work plan and goals for the next year.

By November 15 -- Faculty member forwards documentation to the appropriate Associate Dean or Director.

November 16 – January 31 – Associate Dean or Director:

reviews the documentation;
consults with and receives input from the direct supervisor regarding performance during the current year and the workplan for the next year, as well as performance during the five-year evaluation period;
consults with and receives input from the appropriate campus administrator;
consults with and receives input from the Dean;
meets with the faculty member to discuss their performance over the evaluation period and their short- and long-term goals;
writes a letter summarizing the result of the extended review, assigns a salary rating, and shares the letter and recommended rating with the Dean for feedback and approval;
provides a copy of the final letter to the faculty member, the supervisor, and to the employee's personnel file; and
meets with the supervisor and the faculty member to discuss the result of the review, including advice about long-term goals and possible revisions to the workplan for the next year that address any concerns raised during the review.

Cross References:

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

Guideline UL-HRG19 - Distinguished Librarians

HR-21- Definition of Academic Ranks
HR-23 - Promotion and Tenure Procedures and Regulations
HR-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):

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

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