The Policy and Procedure set out hereunder shall apply to full-time faculty and part-time faculty who are (a) employed in regular, recurrent positions, (b) work at least half of a full load, and (c) employed with either a one-year contract or with at least a second half-year contract occurring during any two (2) consecutive academic years. I. Criteria for Retention A. The retention of probationary personnel shall be based on: Professional performance Professional growth Potential contribution to the faculty and the University in terms of present and future programs. B. Professional performance 1. Knowledge of professional assignment area 2. Thorough preparation for assuming responsibilities 3. Effective communication 4. Respect and consideration for students and colleagues 5. Guidance, counseling and other services to students 6. Use of fair evaluation procedures. C. Professional growth Professional growth shall be measured by scholarly achievement beyond the academic background requirements for the rank held and by contributions to the University and community. 1. Scholarly achievement shall be construed to include, but not be limited to advanced degree pursuit and/or attainment, scholarly writing, innovative and creative contributions to one's teaching field. 2. Contributions to the University and community shall include: service on committees, special assignments, community service or other activities which contribute to the purpose and function of the University in relation to the community that it serves. D. Potential contribution to the department, program, and the University in terms of present and future programs. The retention of probationary personnel and the granting of tenure must be consistent with the needs and purpose of the University as stipulated in its long range institutional goals. Non-retention because of inconsistency with these needs and purpose carries no implication as to the competence or qualifications of individual concerned. II. Processes The law provides that the Board of Trustees has ultimate responsibility in the reappointment or non-reappointment of probationary personnel on the recommendation of the President. It is the purpose of these processes to provide the Board and the President with pertinent data on the basis of which to make these determinations. It is the responsibility of department retention and tenure committees not only to evaluate performance, but also to aid and advise probationary personnel. The size and composition of the department retention and tenure committee is to be decided by the department. The only requirement is that the faculty component of the Committee be comprised of at least three tenured members of the department. Because of unusual circumstances in some departments wherein there are insufficient tenured faculty members to compose a retention/tenure committee, such committees shall be composed of tenured faculty members from the particular department, tenured faculty members on campus in related fields to judge teaching effectiveness, and may include outside consultants expert in the particular field to judge content. The same evaluation forms and procedures used by all departments of the University will be employed. The tenured faculty member in an allied field and any outside consultant shall be chosen by the Dean of the respective college and the chairperson of the respective department. III. Evaluation of Professional Performance Probationary personnel shall be observed in the performance of their duties a sufficient number of times per year to ensure a valid judgment of teaching effectiveness. Class and time at which each observation shall take place shall be decided by mutual agreement between the observer and the candidate. These evaluation visits shall be made independently by members of the department retention and tenure committee. The results of the observations shall be written and shared with probationary personnel. In making peer judgments with respect to the retention and the granting of tenure, it is essential that the faculty members making such judgments be tenured. A. The department committee shall consider student opinions in the evaluation of an instructor's teaching effectiveness. Questionnaires are to be completed by students in class, and returned to the committee member after completion; such questionnaires shall be distributed before November 15 for first and second year and part-time faculty and before May 1 of the preceding year for third, fourth and fifth year faculty. Each department shall design or adopt its own questionnaire. All departmental retention committees are required to submit copies of their questionnaires to the University Administration and the Union for review. The purpose of the review shall be to ascertain whether the questionnaires conform to and are not in conflict with, the provisions of the Agreement. A summary evaluation by the department retention committee, based on professional performance, professional growth, and program needs, shall be made each year in writing. It is the means by which the committee conveys to the Administration and to the Board of Trustees the critical appraisals which the committee has made of the probationary faculty member under consideration. The summary evaluation is a short statement of a more elaborate assessment and is to refer to all documents used. It shall include a recommendation. No specific form is required. The probationary faculty member shall have the opportunity to review and question any and all materials submitted as part of this evaluative process. A copy of each item shall be transmitted to the probationary teacher immediately after it has been submitted. He or she shall be given a reasonable opportunity to respond in a timely fashion to any such item and the response shall be attached to the item. The probationary faculty member shall review and sign all performance evaluations as well as the summary evaluation, such signature shall not be construed as agreement with the content of the evaluation, but rather is viewed as an indication that the individual involved has had the opportunity to read its contents. The recommendation for retention or non-reappointment of the faculty member shall be submitted by the department retention committee to the Dean of the College. The recommendation shall be accompanied by the Summary Evaluation and other pertinent data in the retention folder, resulting from department review and items as may be included by the probationary faculty member. The Dean will assemble the recommendations from his or her College, review them for form and completeness and forward them to the Provost and Senior Vice President. In addition, the Dean will forward a letter of evaluation and recommendation for each candidate to the Provost and Senior Vice President. A copy of the letter of evaluation and recommendation will be provided to the candidate. In turn, the Provost and Senior Vice President will forward the assembled set of recommendations for the University to the President. The President shall inform the departmental retention committee in writing, as to whether he or she intends to accept the recommendation. Such notice will be sent to the department chairperson at the same time that notice is sent to the candidate. If, in the President's judgment, it becomes necessary to clarify or discuss some aspect of the departmental committee's role in the reappointment process, the President will extend to the committee, through its chairperson, the opportunity to engage in such discussions. IV. Presidential Review A candidate who has received a negative recommendation from the departmental committee may request an interview with the President to address the record supporting the negative recommendation. If a candidate requests such an interview, he or she shall have the option to invite other persons from the bargaining unit to attend the meeting. If the option to invite others to the meeting is exercised by the candidate, he or she shall so notify the President of this intention. Upon the exercise of such an option by the candidate, the President shall also have the right to include others of his/her choice in the meeting. The purpose of said interview shall be to afford the candidate a personal opportunity to comment on the record and/or to supply additional information prior to the President formulating his/her final recommendation to the Board of Trustees. The last date for requesting such an interview shall be announced to the faculty. Candidates who receive an affirmative recommendation from the departmental committee and a negative recommendation from the President may request an interview with the President to address the record supporting the negative recommendation. If a candidate requests such an interview, he or she shall have the option to invite other persons from the bargaining unit to attend the meeting. If the option to invite others to the meeting is exercised by the candidate, he or she shall so notify the President of this intention. Upon the exercise of such an option by the candidate, the President shall also have the right to include others of his/her choice in the meeting. The President will notify the candidate of the last date for requesting the interview. The purpose of said interview shall be to afford the candidate a personal opportunity to comment on the record and/or to supply additional information which may influence the President's judgment prior to the President forwarding his/her final recommendation to the Board of Trustees. Any faculty member who is a candidate for reappointment may submit to the Board of Trustees in writing new evidence or information or argumentation of inadequate consideration. The deadline for providing this information shall be announced to the faculty. Nothing in this policy statement shall be construed to alter, adjust or amend the time limits as set forth in Article VII of the Agreement between the State and The Council of New Jersey State College Locals.