Promotion, Reappointment, and Annual Evaluation Processes

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For all Processes: Faculty members need to create their portfolio electronically through the Mahara E- Portfolio system, including scanning and inclusion of necessary documents as requested.

The Executive Director/Campus Dean is responsible for making sure NYIT global faculty annual evaluations are completed in a timely manner and adhere to the NYIT guidelines. The local Chair (where appropriate) and/or Assistant Dean handle the specific scheduling and reviews within his or her discipline and area of responsibility. The Chair and/or Assistant Dean's, and then the Executive Director/Campus Dean upload their recommendations (for promotion or reappointment) or feedback (for regular annual evaluation) into the faculty's e-Portfolio. All recommendations and feedback are shared with the concerned faculty in a transparent manner in her/his e-portfolio.

On each campus, the Executive Director/Campus Dean has the responsibility to monitor all personnel processes in order to comply with the following calendars.

3.7.1. Promotion

Promotion is not automatic nor does it simply depend on length of service.

Once all recommendations from the campus are uploaded in Mahara, the School Academic Dean provides her/his own recommendation into the faculty's e-portfolio as well. In making their recommendation for promotion, the responsible school/college administrators will review the whole record of each candidate in accordance with the relevant school criteria and processes as well as the needs for their programs. All promotions are recommended and made on the basis of demonstrated merit. It is assumed that, as faculty mature in experience, they will become more effective teachers and scholars, and provide more effective service. Qualifications for promotion to Assistant, Associate, and Full professor were detailed above.

Once all recommendations for promotion are uploaded, the Provost and Vice President for Academic Affairs posts his own letters to the attention of the President for consideration. The President provides his recommendations to the Board of Trustees (BOT). The BOT's decisions on promotions are final and binding.

Table 1 illustrates the annual process calendar for global faculty members who wish to be considered for promotion. It should be noted that the promotion calendar also applies to adjunct faculty seeking promotion to the next academic rank.

Table 1. Steps in the Process 2016-2017 – Promotion Date

All full-time faculty members are requested to maintain an updated electronic portfolio evidencing their achievements in the several categories identified in the Mahara portfolio system. (Please, note that articles or evidences of achievements to be published or completed after Jan. 1st should not be included)

On an on-going basis

Faculty members should notify their Assistant Dean/Supervisor, Executive Director/Campus Dean and Academic Dean if they wish to be considered for promotion.

No later than September 30*

One Instructional observation should be conducted yearly for each faculty (full-time & part-time) members without exception, according to the process described in the section 3.6.1 of the Global Faculty Handbook.

All campuses except Nanjing: No later than the end of the 8th week of the Fall semester

Nanjing campus only: No later than November 15

The relevant Academic Dean may request additional instructional observation(s) to be conducted for a faculty member of his/her school/college.

Upon request

Any faculty member may request additional instructional observation(s) with the consent of Assistant Dean.

Upon request

All Fall online Student Course Evaluations to be administered, and overseen by the Executive Director/Campus Dean.

No later than 1-2 weeks before the Fall Exam period

Chairs (where relevant), and Assistant Deans complete the evaluation of the faculty member of their school/college seeking promotion by reviewing their complete electronic portfolio in Mahara for each faculty. They upload their recommendation letter in Mahara. Each Executive Director/Campus Dean oversees this process to assure timely completion of this review, and upload her/his own recommendation letter in Mahara too.

All campuses except Nanjing: Between January 31* and February 15*

Nanjing campus only: Between February 23* and February 27*

Each Academic Dean submits, in Mahara, his/her recommendations for promotion to the Provost & VPAA.

April 1*

Provost & VPAA submits, in Mahara, his recommendations for promotion to the President.

May 1*

VPAA informs faculty, the Academic Dean, and the Executive Director/Campus Dean about the final approval or denial of promotion.

First week of June

* Or the first business day after this date, if the date here mentioned is a week-end date or a holiday.

3.7.2. Reappointment (Contract Renewal)

Once all recommendations for reappointment from the campus are uploaded in Mahara, the School Academic Dean also provides her/his own recommendation into the faculty's e-portfolio. In making their recommendation for promotion, the responsible school/college administrators will review the whole record of each candidate in accordance with the relevant school criteria and processes as well as the needs for their programs. All reappointments are recommended and made on the basis of demonstrated merit, as well as on program resource needs.

Once all recommendations for reappointment are uploaded, and after consultation with the relevant Academic Deans, the Provost and Vice President for Academic Affairs confers with the President, and all final decisions on reappointments are issued by the Office of Academic Affairs (Global Academic Programs).

Table 2 illustrates the annual process calendar for global faculty members who wish to be considered for reappointment.

Table 2. Steps in the Process 2016-2017 – Reappointment Date

All full-time faculty members are requested to maintain an updated electronic portfolio evidencing their achievements in the several categories identified in the Mahara portfolio system. (Please, note that articles or evidences of achievements to be published or completed after Jan. 1st should not be included)

On an on-going basis

Faculty members should notify their Assistant Dean/Supervisor, Executive Director/Campus Dean and Academic Dean if they wish to be considered for reappointment.

September 30*

One Instructional observation should be conducted yearly for each faculty (full-time & part-time) members without exception, according to the process described in the section 3.6.1 of the Global Faculty Handbook.

All campuses except Nanjing: No later than the end of the 8th week of the Fall semester

Nanjing campus only: No later than November 6

The relevant Academic Dean may request additional instructional observation(s) to be conducted for a faculty member of his/her school/college.

Upon request

Any faculty member may request additional instructional observation(s) with the consent of Assistant Dean.

Upon request

All Fall online Student Course Evaluations to be administered, and overseen by the Executive Director/Campus Dean.

No later than 1-2 weeks before the Fall Exam period

Faculty on reappointment upload their portfolio, and share it with the Global Academic Office

No later than November 20

Chairs (if relevant), and Assistant Deans complete the evaluation of the faculty member of their school/college seeking reappointment by reviewing their complete electronic portfolio in Mahara for each faculty. They upload their recommendation letter in Mahara. Executive Director/Campus Dean oversee this process to assure timely completion of this review, and upload their own recommendation letter in Mahara too.

December 1*

Each Academic Dean submits, in Mahara, his/her recommendations for reappointment to the Provost & VP for Academic Affairs.

December 11*

Decisions on reappointments are issued by the Office of Academic Affairs and sent to the faculty, Academic Dean and the Executive Director/Campus Dean.

December 23*

* Or the first business day after this date, if the date here mentioned is a week-end date or a holiday.

3.7.3. Annual Faculty Evaluation

Once all faculty e-portfolios from the campus are uploaded in Mahara, and feedback from the Chair (where relevant), Assistant Dean and Executive Director/Campus Dean is posted in each e-portfolio, the relevant Academic Dean can then access the faculty member's e-portfolio for her/his own review, and additional feedback when deemed necessary.

Finally, the Executive Director/Campus Dean and the Chair and/or Assistant Dean hold a joint follow- up meeting with the faculty member to allow for follow-up constructive feedback and mutually agreed upon action plan for the upcoming year.

The following table illustrates the annual process calendar for all global faculty members for their annual evaluation. It has to be noted that this evaluation process only applies to those faculty who have not sought promotion or reappointment at the start of the same academic year (evaluations are already part of these two processes).

Table 3. Steps in the Process 2016-2017 – Annual Evaluation (for all faculty who have not applied for promotion or reappointmentat the start of the academic year) Date

One Instructional observation should be conducted yearly for each faculty (full-time & part-time) members without exception, according to the process described in the section 3.6.1 of the Global Faculty Handbook.

All campuses except Nanjing: No later than the end of the 8th week of the Fall semester

Nanjing campus only: No later than November 15

The relevant Academic Dean may request additional instructional observation(s) to be conducted for a faculty member of his/her school/college.

Upon request

Any faculty member may request additional instructional observation(s) with the consent of Assistant Dean.

Upon request

All Fall online Student Course Evaluations to be administered, and overseen by the Executive Director/Campus Dean.

No later than 1-2 weeks before the Fall Exam period

All full-time faculty members are requested to maintain an updated electronic portfolio evidencing their achievements in the several categories identified in the Mahara portfolio system. (Please, note that articles or evidences of achievements to be published or completed after Jan. 1st should not be included)

On an on-going basis

Regular submission of Electronic Portfolios for annual evaluation

March 11*

Assistant Deans complete the evaluation of each faculty member of their school/college by reviewing their complete electronic portfolio in Mahara. ADs upload their feedback (evaluation letter) in the system. Each Executive Director/Campus Dean oversees this process to assure timely completion of this review, and also upload her/his own feedback (evaluation letter) in Mahara.

March 18*

Faculty E-portfolios are shared with the respective Academic Dean by the Office of Global Academic Programs for her/his review, and follow-up feedback, if deemed necessary.

March 18*

* Or the first business day after this date, if the date here mentioned is a week-end date or a holiday.