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2018-2019 Periodic Evaluation of Tenured Faculty (ETF)

August 20, 2018

The purpose of this memorandum is to provide information on procedures and deadlines for the periodic Evaluation of Tenured Faculty (ETF). Please note that some colleges and/or departments have additional guidelines that must also be followed. Copies of these guidelines are available in department/college offices.

Eligibility for Evaluation

Article 15.34 of the Collective Bargaining Agreement requires that all tenured faculty members be evaluated at intervals of no greater than five years. The required evaluation can either be through the ETF process or a performance review for promotion under the RTP process. You are not required to undergo an ETF if you submit an application for promotion this Fall. If you recently submitted materials for your ETF, but the final evaluation has not been received by Faculty Affairs, your name may still be on the list. If you believe that you are not due for an ETF this year, please contact Faculty Affairs as soon as possible.

The Collective Bargaining Agreement states that participants in the Faculty Early Retirement Program (FERP) shall not be required to undergo evaluation unless an evaluation is requested by the FERP participant or the appropriate administrator.

Evaluation Procedures


Candidates submit their materials via Interfolio on February 8, 2019.  Deans will establish a college deadline for receipt of evaluations from departments. 


The periodic evaluation of tenured faculty is to be conducted by a department peer review committee and the Dean. There is no committee review at the college level.

Committee Membership

The peer review committee must consist of tenured faculty and there should be a minimum of three committee members. Members need not be at a higher academic rank than the candidate. A department may decide to designate its RTP Committee to be the peer review committee for periodic evaluations, or it may elect a separate committee for this purpose. The Department Chair may serve as a member of the peer review committee. FERP faculty members are eligible to serve if the review can be completed during their FERP assignment. 

Open Period

Section 15.2 of the Collective Bargaining Agreement allows persons other than the candidate to provide information concerning the candidate. To provide this opportunity to contribute information, an “open period” has been established during November 30, 2018 – December 21, 2018.

Departments shall post the list of candidates who are scheduled for ETF. Each posted list shall contain the following statement:

Faculty, students, academic-administrators, and the President may contribute information to the evaluation of a faculty unit employee. Information submitted by faculty and academic-administrators may include statements and opinions about qualifications and work of the candidate provided by other persons identified by name. Letters or memoranda which contain statements of opinion or allegations of fact by un-named persons cannot be accepted. All information must be submitted in written form to the Peer Review Committee with a copy to the candidate by December 21, 2018.. 

At any time before the file is accessible to the Dean, the candidate may respond to or rebut information provided during the open period. Please note that since the ETF is part of the Personnel Action File, requests for removal of information on the ground of inaccuracy – and only on that ground – may be made under the terms of Article 11.13 of the Collective Bargaining Agreement.

Evaluation File

Information provided by the candidate for evaluation shall include, at a minimum, an updated C.V./professional resume, student evaluations of all courses evaluated during the past five years, documentation demonstrating efforts to maintain currency in the field, and documentation demonstrating contributions in the area of service. Candidates may submit additional materials they consider useful to the evaluation.

Peer Review Committee Evaluation 

The peer review committee shall prepare a written evaluation based on the information submitted by the candidate and any material submitted during the open period. There is no standard evaluation form for use in this process, but each college may develop its own form. The committee’s evaluation shall be forwarded to the Dean via Interfolio according to the timeline established by the Dean. The Collective Bargaining Agreement provides that the individual being evaluated shall be provided with the peer committee’s evaluation and that he/she may submit a written response/rebuttal within ten (10) calendar days after receipt of the evaluation. The department review should be submitted via Interfolio by May 14, 2019.

Dean's Evaluation 

The Dean shall submit a separate evaluation. The Dean’s evaluation is to be submitted via Interfolio by August 1, 2019.

Feedback on Evaluation

The peer review committee chair and the appropriate administrator shall meet with the tenured faculty unit employee to discuss his/her strengths and weaknesses along with suggestions, if any, for his/her improvement.