Faculty and Librarian Personnel Actions

FACULTY AND LIBRARIAN PERSONNEL PROCEDURES

(AY2022 – 2023)

Faculty and librarian personnel actions including tenure, reappointment, promotion and sabbatical will be completed using Interfolio, the Faculty Librarian Personnel Action System (FLPAS) selected for submission and review of application materials. The FLPS may be upgraded or replaced based on future operational needs of the University.

Submission requirements and supplemental materials for each personnel activity are outlined in the Required and Optional Documents for Personnel Actions.

Additional Interfolio Information for Faculty and Librarian Personnel Actions

We have scheduled information sessions for tenure and reappointment applicants and reviewers.  Registration is not required. Sessions will be held in-person at Cole Hall 242 and virtually on ZOOM at
https://montclair.zoom.us/j/92397115808?pwd=RjdYRUN1YmJiRlVja2wyVy9EQW84UT09

Dates are as follows:
Wednesday, July 27th at 11:00 AM – For Applicants
Monday, August 1st at 3:00 PM – For Applicants
Tuesday, August 9th at 1:00 PM – For Applicants
Wednesday, August 17th at 12:00 PM – For Applicants
Monday, August 22nd at 11:00 AM – For Applicants
Wednesday, September 7^th at 12:00 PM – For Applicants
Thursday, September 8th at 11:00 AM – For Reviewers
Friday, September 16th at 1:00 PM – For Reviewers

Timelines for Tenure and Reappointment Personnel Processes – AY 2022-2023

Below are action dates for the movement and management of applications for reappointment, tenure (with promotion) and tenure.  At each level of review, up to the Provost, applicants have the opportunity to respond informally or formally to the reviewer.  That time period is between recommendation and final dates on the table below.  For formal responses, the LSPA stipulates the sequence for responses, generally 3 to 5 days should there be time needed for clarification or a disagreement. Please refer to the LSPA for relevant details regarding responses and proper timetables to do these.  Because we strive to have a positive and professional working relationship at all times, and tenure and promotion decisions are important, we commit to timely responses to applicants and reviewers throughout the process.

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Candidate Submission of Materials

Candidates initiate applications for reappointment, promotion, tenure, and sabbatical by uploading and submitting their materials though the FLPAS.  For each application, the candidate must provide the required documents and may provide supplementary documents.  See Required and Optional Documents for Personnel Actions for a listing of required and supplemental documents by application type.  Supplementary documents for reappointment, promotion, and tenure provide an opportunity for candidates to provide the best evidence of their accomplishments in scholarship, teaching, and service, and the inclusion of such documents and the choice of such documents is entirely at the discretion of the candidate.

By example, supplementary documents might include copies of publications, material related to grants or fellowships, reviews of publications, impact factors of journals, download records, citations, syllabi and other documentation of teaching quality, documentation of service to the profession, external letters of recommendation from experts in the candidate’s field, and any material which the candidate believes will provide evidence of achievement and impact in the field.  Supplemental documents for sabbatical may include a variety of things, such as cooperating agreements with other universities, foundations or institutes, book contracts, and grant proposals.

Once candidates submit their application, they may not augment or change their application or its supporting documentation.  However, candidates may request a meeting or provide written responses to the recommendations at certain review levels as set forth below.

Candidates may, at their option, include confidential external letters from scholars or other experts in the candidate’s discipline.  External letters should be solicited with ample time for the external reviewer to complete the review before the commencement of the application procedure. If candidates elect to include confidential external letters, they have two options for doing so: 1) solicitation and submission directly from the faculty member or librarian applicant into the FLPAS, or 2) solicitation and submission into the FLPAS by the PAC, Chair, School Director, or Dean on behalf of the applicant.

Committees

The Personnel Advisory Committee (PAC)

The Department (DPAC), School (SPAC), and Library (LPAC) Personnel Advisory Committees are elected by vote of all tenured and tenure-track faculty in the Department or School, and by the tenured and tenure-track librarians in the Library. All members of a PAC must be tenured, and a PAC requires a minimum of three members. Units that do not have three tenured members available to serve on the PAC may invite tenured members of cognate disciplines to serve on their PAC.

The University Sabbatical Committee

The Sabbatical Committee is composed of one elected tenured faculty member from each of the following units: CART, CEHS, CHSS, CSAM, SBUS, SON, plus one elected tenured librarian.  The Sabbatical Committee selects a Chair from among its members.

No individual who is under review for a personnel action may serve on a committee that is reviewing that action.

Review Steps

Step 1 — Department/School/Library Personnel Advisory Committee

Once the candidate uploads all required documents and any supplementary documents, they submit their application through the FLPAS for review by members of the DPAC/SPAC/LPAC.  DPAC/SPAC/LPAC members assess the application in accordance with the criteria appropriate to the personnel action, and the Chair of the PAC enters the Committee’s evaluation and recommendation in the FLPAS, notifying and sharing it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the PAC. After receipt and review of a candidate’s response or a meeting with the candidate, the PAC may revise the PAC evaluation and recommendation.  The PAC Chair will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 2 — Department Chair or School Director (Does not apply to the School of Nursing or the Library)

The Department Chair or School Director reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Chair or the Director. After receipt and review of the candidate’s response or a meeting with the candidate, the Chair or Director may revise the evaluation and recommendation.  The Chair or Director will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 3 – Dean

The Dean reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Dean.  After receipt and review of the candidate’s response or a meeting with the candidate, the Dean may revise the evaluation and recommendation.  The Dean will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 4 – Provost and Vice President for Academic Affairs

The Provost and Vice President for Academic Affairs reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  If the Provost’s recommendation differs from that of the Dean, candidates may enter a written response into FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Provost. The Provost will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 5 – President Review Step: The President reviews all applications and notifies each candidate of the President’s determination.  The President recommends all approved applications to the Board of Trustees approval.

Please refer to the Faculty Roles and Expectations document for further details.

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