Help Sheet for Faculty Evaluation Process Fall 2019

This document is intended to assist faculty and staff as they prepare materials for the Individual Performance Review (IPR) and the faculty evaluation process. Specific requirements for the annual review are found in the Collective Bargaining Agreement and in the Unit Standards for individual departments. All documents and forms may be downloaded from the Provost's website.

Members of the bargaining unit are reviewed at several levels (Dept., H&S, Provost) during a contract period, unless specifically exempted. Faculty who are not members of the bargaining unit (non-tenurable faculty at less than 0. 5 FTE, postdoctoral fellows) are evaluated at the department level only.

In a nutshell, those who must submit an IPR for review in 2019 include:

  1. All tenure-track assistant professors, and tenure-track associate professors who are not yet tenured
  2. All tenured associate professors with last names A-L*
  3. All full professors with last names I-Q*
  4. All faculty hired term-by-term (in a non-tenurable position) for at least . 5 FTE for two or more consecutive semesters (excluding summer). This includes Research, Adjunct, Clinical, Visiting Faculty and Lecturers
  5. All faculty requesting merit, promotion or tenure

* For alphabetically exempt tenured full and associate professors, submit only one orange exemption form to the FEC Chair, Department Chair and Dean's Office. Prepare and hold SEC forms annually.

Specifically exempted from review are:

  1. Tenurable faculty in their first year of service
  2. Faculty in their last year of service (if notice of retirement or resignation was submitted)
  3. Full and associate professors on sabbatical assignment or leave without pay, unless seeking merit or promotion, Note: If faculty is away Chair/Director may sign exemption form. (In most cases, such faculty will be reviewed during their next alphabetical rotation and must document the period for which they were absent) (CBA 10. 340)
  4. Faculty whose evaluation is deferred in accordance with a Family Accommodation Plan

Faculty on Post-Retirement Contracts

Please forward one of the forms for Evaluation of Faculty on Post-Retirement Contracts (peach/buff) This form stays at the College Level.

**Please use the Non-Tenurable Faculty Member Evaluation Form (ivory) for ALL non-tenurable faculty members, including research faculty.

Merits for Lecturers

Lecturers are eligible for merit but nominees must be rank ordered by Chairs along with regular faculty. Submit Ivory and Green forms, and IPR. Just as with tenure-track faculty, a judgement of merit does not mean that there will be funds to support a monetary award. Merit increases for lecturers are not provided from a central UM pool. These awards must come from reallocations at the College or Department levels, so they are uncommon and entirely dependent on availability of recurring state budget dollars in any fiscal year. These forms remain at the College level.

Merits and Promotions for Research Faculty

Research faculty may seek increases to their base salary if one of the following conditions is present: meritorious performance, justified promotion, changes in duties, comparative salary discrepancy, or having another job offer in hand. The first two of these changes are pursued through the FEC process, the others are not. Merits for research faculty are called "soft merits" because the funding must come from external funding sources. Submit the FER cover sheet, the Ivory form and IPR and document the period since the last merit award or promotion (whichever is shortest). If there has been no merit award or promotion, document the period since hire.

The FEC may require materials in addition to those listed in the table on the back of this sheet. Please forward only the materials specified in the table to the H&S office. (Additional materials will not be read/reviewed). Also, please double side copies where possible to save paper and do not staple any materials. Use paper or binder clips or rubber bands only.

Review Period/Salary Increment Submit the following to H&S
(Department FEC may require additional materials for reading and retention at that level)
Normal Increment

Submit two sets of the colored forms (white FER, yellow, pink and green), one copy of the IPR, and numerical summaries of teaching evaluations (do not send individual written student comments). When submitting evidence of scholarship, provide at most the first page of an article or cover page of a book.

Tenured Full Professors

Submit three years of documentation (or back to last full evaluation for merit or promotion)

Tenured Associate Professors Submit two years of documentation (or back to last full evaluation for merit or promotion)
Assistant Professors & Untenured Associate Professors Submit one year documentation
Merit Submit two sets of the colored forms (white FER, yellow, pink and green), one copy of the IPR, and numerical summaries of teaching evaluations (do not send individual written student comments). When submitting evidence of scholarship, provide at most the first page of an article or cover page of a book. Document the period since the last promotion or merit (whichever is shorter), the most recent 7 years if no recent promotions or merits, or the period since hire including credited years of service if a relatively new faculty member.
Promotion to Associate Professor Submit two sets of the colored forms, (white FER, yellow, pink and green), one copy of the IPR plus external letters, and numerical summaries of teaching evaluations (do not send individual written student comments). When submitting evidence of scholarship, provide at most the first page of a publication. Document the period since appointment. (Note: requires at least 4 years or more of service in rank - include offer letter in submitted materials.)
Tenure Submit two sets of the colored forms (white FER, yellow, pink, and green), and one copy of the IPR plus external letters, and numerical summaries of teaching evaluations (do not send individual written student comments). When submitting evidence of scholarship, provide at most the first page of a publication. Document the period since appointment (Note: requires at least 5 years of service toward tenure – include offer letter. Apply no later than beginning of 7th year unless there is a tenure clock extension.)
Promotion to Full Professor Submit two sets of the colored forms (white FER, yellow, pink, and green), and one copy of IPR plus external letters, and numerical summaries of teaching evaluations (do not send individual written student comments). When submitting evidence of scholarship, provide at most the first page of a publication. Document the period since last promotion (Note: requires at least 5 years of service in rank).
Lecturers/Adjuncts Instructors who qualified for UFA membership based on two semesters of ≥ . 5 FTE service in the previous year must submit an IPR in the Fall if they have been extended another . 5 FTE or higher contract. Also submit one copy of the Non-Tenurable Faculty Member Evaluation Form (ivory) and the green SEC form. No white FER is required unless requesting a merit increase (this is new). Note: no additional chair’s comments are required.
Research Faculty Submit one copy of the Non-Tenurable Faculty Member Evaluation Form (ivory) and the IPR with one year of documentation unless applying for merit or a promotion to the next rank. For the latter, submit the Non-Tenurable Faculty Member Evaluation Form (ivory) and the white FER along with the IPR. (Note: Research professors with no teaching assignment will not need the green SEC form.)

Revised 8/21/2018