OPERATING GUIDELINES FOR THE ADVANCEMENT IN RANK (AIR) PROCESS

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1 OPERATING GUIDELINES FOR THE ADVANCEMENT IN RANK (AIR) PROCESS Human Resources Responsibilities Fall Semester Responsibilities: 1. Within the first month of fall semester, Human Resources (HR) will develop a timeline for the AIR Process and will post it on mystarkstate. 2. Prior to announcing the Advancement in Rank (AIR) process, Human Resources (HR) will verify the accuracy of and links to the AIR instructions and documents on mystarkstate. 3. All full time faculty will receive notification from HR of the AIR process and location of the associated documents/forms. The AIR process, forms, job descriptions, guidelines, etc. will be available on mystarkstate. 4. Candidates applying for AIR will submit their Declaration of Intent forms to HR according to the posted HR timeline. 5. HR will confirm eligibility and notify the candidates according to the posted HR timeline. 6. HR will send an to the Academic Division Deans requesting volunteers to serve as divisional representatives to the AIR Committee. Subsequent communications to faculty should emphasize the attendance and participation requirements of this Committee. Faculty representatives on the AIR Committee must hold the rank of Assistant Professor or higher. 7. Committee members will be elected by their division faculty via electronic vote. Spring Semester Responsibilities: 1. Candidates will submit their completed electronic portfolios to HR according to the posted HR time line. 2. HR will house all candidate portfolios on ANGEL and monitor an electronic sign out log for the AIR Committee members. a. An HR representative will confirm that all Committee members have reviewed the portfolios. 1

2 b. The documentation of AIR members who signed out and reviewed the portfolios will be maintained by HR. The chair of the AIR Committee will be given a copy. 3. In January, an HR representative will schedule the first meeting of the AIR Committee to review the AIR guidelines/process, the timeline for completion, and provide the AIR Evaluation of Performance forms which may be used during portfolio review. 4. HR will schedule candidate interviews. 5. At the meeting where the formal voting takes place, the candidates portfolios will be available to the Committee members. An HR representative will provide ballots for voting for each candidate, be present during the formal voting process, and will tally the votes. 6. HR will notify candidates to save their portfolios in either an electronic form or hard copy at the completion of the process because the portfolios will not be saved on ANGEL. Advancement in Rank (AIR) Mentorship Committee Composition and Responsibilities Composition of the Advancement in Rank (AIR) Mentorship Committee 1. The Committee members shall be part of the Faculty Association. 2. The Committee shall consist of full time faculty members with at least assistant professor rank. 3. The Committee members shall be composed of one member from each Academic Division (but not required if representation is not available), plus up to four At large members representing any of the Academic Divisions from Faculty Association full time faculty members. 4. Committee members will serve two year rotating terms, with half of the members elected during spring semester Faculty Association elections. 5. The Committee shall have the responsibility of supporting a consistent college wide approach to the Advancement in Rank process. Guidelines for the Advancement in Rank Mentorship Committee 1. The AIR Mentorship Committee will assist the AIR candidates in developing a multi year plan for advancement that (1) reflects the criteria contained with the AIR documents and job descriptions (teaching related activities, professional development, and service), (2) contains measurable goals, and (3) contains a timeline for completion of specified objectives. It is also 2

3 suggested that the plan include specified times for the AIR Mentorship Committee to review the candidate s information and suggest modifying goals, if needed. 2. The AIR Mentorship Committee may remind the candidates that it is recommended that the candidates also meet with their department chair/supervisor for specifics pertinent to their department (such as professional organizations to join, appropriate training, etc.) because these recommendations may need to be included in the candidates plans. 3. AIR Mentorship Committee members may meet with candidates individually or as a group to assist in the portfolio development. 4. The AIR Mentorship Committee is encouraged to share successful portfolios with the candidates. Advancement in Rank (AIR) Committee Composition and Responsibilities Composition of the Advancement in Rank (AIR) Committee The composition of the Advancement in Rank (AIR) Committee will be: 1. One faculty member from each Academic Division elected by their respective Division faculty prior to the end of fall semester. The Division representative must have a rank of assistant professor or higher. A candidate for advancement in rank may not serve on the AIR Committee. 2. The chair of the previous year s AIR Committee. 3. One academic dean appointed by the provost on a rotating basis. 4. One Human Resources representative as a nonvoting member. NOTE: The chair of the AIR Committee will be elected by the AIR Committee and must be one of the faculty representatives. Guidelines for the Advancement in Rank Committee 1. At the initial meeting in January: a. The chair of the AIR Committee will be selected. b. The chair of the Committee will arrange subsequent meetings according to the schedules of the Committee members. c. The HR representative will review the following: 3

4 1) Expectations regarding attendance of members at the AIR Committee meetings. If a Committee member cannot commit to attending all meetings (including candidate interviews), the member shall be replaced by another representative from his/her Division. 2) The list of candidates. 3) Expectations concerning confidentiality of the candidate s portfolios, evaluations and discussion regarding the candidates. 4) The charge of the AIR Committee. 2. The review process of the candidates portfolios. a. The standard criteria for rating portfolios using the AIR Evaluation of Performance forms will be discussed. b. All members must review and evaluate all portfolios within the designated time frame as posted by HR or the member will NOT be able to vote on any candidate. c. An electronic log on ANGEL will indicate that the portfolio review by each Committee member is completed according to the posted HR timeline. HR and the AIR Committee chair will have access to monitor the electronic log. This log will serve as documentation of the review process. 3. The interview process. a. Each candidate for Associate Professor or Professor will be interviewed. b. The Committee has the option of interviewing the Assistant Professor candidates. 4. The AIR Committee will meet as soon as possible after review of portfolios has been completed and interviews have been conducted. The Committee will initially discuss the candidates and then proceed to the formal voting process. 5. Voting Process a. The candidate portfolios will be available for review during the meeting and before the vote. b. Each member of the AIR Committee will have one vote. The HR representative is a nonvoting member. c. The Committee voting will be done anonymously, with ballots provided by HR. d. The HR representative will tally and formally record the voting results. 1) Ballots and the tally will be retained by HR until any appeal processes, if any, are completed. These documents will be destroyed after completion of any appeal process. 4

5 e. Any candidate receiving a two thirds affirmative vote will be recommended for advancement in rank. f. After voting is completed, the AIR Committee will discuss the strengths and areas for improvement for each candidate and come to a consensus. It is recommended that there be 2 5 items in each category (strengths and areas for improvement) and that they be as specific as possible. These recommendations will be provided by the Committee chair to HR for communication to the candidates. 6. Individual Committee member notes and AIR Evaluation of Performance forms should be retained by Committee members until appeal processes, if any, are completed. Any printed forms and notes are not public record and will be destroyed after completion of any appeal process. Notification Process 1. Within 14 days of the Committee s decision, each candidate will be notified of the results by HR and will receive the list of the AIR Committee s agreed upon strengths and areas for improvement. Appeal Process 1. The candidate will submit a written letter of appeal to the Provost within 14 calendar days of receiving notification of non advancement. The letter must contain specific reference to what part of the Advancement in Rank Process or Operating Guidelines was not followed or was misinterpreted or misapplied. 2. The Provost will receive a copy of the Committee s list of strengths and areas for improvement, the vote count, and the candidate s original portfolio. In addition, the Provost may request a meeting with the chair of the AIR Committee, the entire committee, or the candidate. 3. The Provost will submit the decision in writing to the President within 14 days of receiving the appeal letter. Timeline Summary (Specific dates provided by HR) Fall Semester 1. By September 30: HR s notification of the AIR process to all full time faculty. 5

6 2. HR s Academic Division Deans requesting representatives for the AIR Committee. 3. Divisional electronic elections for AIR Committee representatives completed; names are sent to HR. 4. Candidate submission of Declaration of Intent form is due to HR. 5. HR confirms candidates eligibility and notifies candidates. Spring Semester 1. Early January: HR schedules first AIR Committee meeting. 2. Candidate electronic portfolios are due to HR. 3. AIR Committee members review candidate portfolios. 4. AIR Committee completes candidate interviews (Professor and Associate Professor). 5. AIR Committee meets to discuss and vote on candidates. 6. Within two weeks after last AIR Committee meeting: HR communicates results to candidates. Rev version;rev Comments Jan 2013; April

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